Student Organizations » FAQs » Travel Expenses and Reimbursements
How do I pay for a travel request approved by student council or SGA?
You can pay for the travel expenses up front on your own and then seek reimbursement upon your return. Please keep all your receipts if you choose to seek reimbursement. Or you can request fiscal assistance from the Student Life Office. Your travel expenses may be prepaid directly to the vendor up to the amount allocated by the sponsoring groups.
Does my travel expense have to be tax exempt?
No. You are not required to seek tax exemption on your travel expense except for lodging expenses incurred within the state of Missouri. Please provide a copy of the UM tax exempt letter upon check-in. We do need an itemized hotel receipt if you choose to seek reimbursement for your lodging expenses.
Should I rent a car or drive my own car?
We recommend renting a car from a car rental company. Currently UMKC has a contract with Sarann Chevrolet and their phone number is 816.471.8383. Cars start at $26 a day up to a minivan for $60 a day. Please ask your fiscal advisor for a price sheet if you need one.
Should I buy the car insurance offered by car rental companies?
No. UMKC is self-insured and does not reimburse students for amounts paid for rental car comprehensive or liability insurance. If you do wish to buy additional insurance, please note that this amount will not be reimbursable.
What is the current mileage reimbursement?
If you choose to drive your own car, the mileage reimbursement as of January 1, 2005 is 40.5 cents per mile. Mileage reimbursement will be paid up to the amount allocated by the sponsoring groups.
What are the meal allowances during my travel?
Meals are only reimbursable if an overnight stay occurred during your travel and have not already been included with your conference registration. Currently the meal limits are $10 for breakfast, $10.50 for lunch and $21.50 for dinner. This amount includes tax and tip as well.
What other information do you need on the lodging and meal receipts?
For both lodging and meal receipts, complete names of the other attendees are needed in order to receive reimbursement. For hotel receipt, UMKC will only pay for room and tax. Meal receipts must not include alcoholic drinks.
When must I turn in my travel receipts?
Travel reimbursement must be submitted to your fiscal advisor within 30 days of your trip. Reimbursement will not be guaranteed after 30 days.
