The University of Mississippi Medical Center Updated January 14, Travel Policy

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1 Travel Policy Summary/Purpose: Provide UMMC employees and students with guidelines to the rules and regulations adopted by the Department of Finance and Administration regarding travel reimbursement. PURPOSE Section , Mississippi Code of 1972 establishes guidelines for travel reimbursement of officers and employees of the State of Mississippi, or any department, agency, institution, board, or commission thereof. It also provides that the Department of Finance and Administration shall promulgate rules and regulations to effectuate economics for all expenses authorized under this section. All rules and regulations contained herein apply to all employees and students. The purpose of this policy is to serve as a guide to those rules and regulations adopted by the Department of Finance and Administration. The University of Mississippi Medical Center (UMMC), in keeping with state statute, makes reimbursements to any employee required to travel in discharging official duties to the extent of actual, ordinary, and necessary cost incurred within those limitations imposed by state law, budgetary limitations, contractual agreements or UMMC administrative policies. In accordance with the Mississippi Code of 1972, Section , UMMC employees are reminded that anyone who knowingly and willfully violates any provisions of the law is guilty of a misdemeanor. The penalty for conviction is loss of job or position held, a fine of not more than $250, and civil liability for the full amount of the expenses illegally received, allowed, or approved. The person who receives the reimbursement is also liable whether the violation was willful or not. WHO SHOULD KNOW THIS POLICY All UMMC employees and students required to travel in discharging official duties. CONTACTS Jennifer Dobbins (last names that begin with A through L) Accounting Clerk II, Accounting Department Room: 215A, Third floor Learning Resources Building, Phone: jdobbins@umc.edu Lisa Potter (last names that begin with M through Z) Accounting Clerk II, Accounting Department Room 215A, Third floor Learning Resources Building, Phone lpotter@umc.edu Page 1 of 18

2 STANDARDS AND PROCEDURES Travel Request for In-State and Out-of-State Travel Request to Travel A travel request form, available at my.umc.edu, should be submitted prior to the departure date for attending in-state, out-of-state, or out-of-country (foreign) conventions, associations, conferences, workshops, seminars, clinics and all other official business functions. An employee traveling on official state business is expected to exercise the same care incurring expenses as would a prudent person traveling for personal reasons. Travel for business should be conducted at a minimum cost for achieving the success of the mission. Travelers shall request air, train, bus, hotel and vehicle rental reservations as far in advance as possible and shall utilize the lowest logical rate available. Travel reimbursement will be made for all taxes paid by the traveler; however, when expenses are billed directly to the governmental entity, taxes should not be charged and paid. During a recent audit by the Internal Audit Director for the Mississippi Institutions of Higher Learning, it was determined that UMMC travelers should submit all conference brochures, daily meeting agendas and seminar brochures for all meetings. Failure to submit the conference or meeting literature may delay payment of the reimbursement to the traveler. In addition, UMMC must adhere to the travel policy mandated by the Department of Finance and Administration s Travel Policy Rules and Regulations which states meals shall not be claimed as separate items of expense on the travel voucher when included in the conference registration fee. To clarify further, if the conference provides a continental breakfast, a luncheon or dinner (supper) meal for attendees, the traveler should not claim costs for meals on the dates and times of the conference provided meals. This is in compliance with the Department of Finance and Administration travel policies as noted above. If for some medical reason or scheduling problem the employee is not able to attend the conference provided meal, then written justification should be attached to the reimbursement voucher at the time of submission explaining why the conference provided meals were not eaten and why the traveler is claiming costs on those dates for meals. If the traveler fails to provide this written justification at the time of the original submission of the reimbursement, the costs claimed for meals may be denied and no further adjustments may be made at a later date. Department heads, grant investigators, chairs, and deans should have their travel request approved by their superior. The traveler should obtain approval prior to the departure date or reimbursement may be denied. Travel request forms should be submitted at least 15 days prior to travel. The traveler should sign the request form and route it through the following approval process: 1. Grant investigator and/or department head. 2. Appropriate dean or hospital director. Page 2 of 18

3 3. Comptroller's Office/ Accounting Office Travel department. When the travel request form is approved, a copy is returned or e mailed to the traveler. The traveler should receive the approved copy of the travel request form from accounting prior to the departure date. If the traveler does not receive the approved copy they should call accountingtravel personnel before departing on the trip to verify they were approved for the travel. It is the responsibility of the traveler to be sure the trip was approved before their departure. Travel Request (No cost to UMMC) - Third Party Funding Source If a third party is paying some or all of the costs, the third party should be disclosed on the travel request under Sources of Funds. A copy of the funding letter or award from the third party should be attached to the travel request. If the employee is paying 100% of the costs personally, it is not necessary to send zero cost travel requests for travel in the United States (excluding Hawaii) to the Chief Financial Officer for Academics and Research or accounting. Zero cost travel requests will still need to be prepared for each employee and approved by the department head and/or grant investigator. Department heads, grant investigators, chairmen, and deans should have their zero cost travel approved by their superior. Employees traveling for the Schools of Nursing, Dentistry, and Health Related Professions also will require necessary approvals up to the level of the dean of the school. A copy of the approved zero cost requests should be filed with the employee's administrative leave request. All zero cost foreign travel, including Hawaii, will still need to be approved by the Chief Financial Officer for Academic and Research and the Vice Chancellor for Health Affairs. If an employee is using the UMMC van, please send a copy of the travel request, which has been approved by the department head or grant investigator, to accounting. Cancellation of Travel Request If it is necessary to cancel a travel request, the employee should e mail or send a memo to that effect to the Accounting Office Travel with a copy of the travel request with the word "cancelled" written across the front of the request form. Travel Request for Foreign Travel Foreign travel should only be charged to grant activities beginning with 500 or 600. However, in limited circumstances, foreign travel can be charged to state appropriated funds if, and only if, the travel request is accompanied by a written finding by the Vice Chancellor of Health Affairs that the travel would be extremely beneficial to the institution. Foreign travel is processed the same as domestic travel. For foreign travel, one of the state travel agents can provide information on inoculation requirements and assistance in obtaining passports and visas. Page 3 of 18

4 If grant (activity) or contract funds are used for the payment of the expenses for foreign travel, then U.S. flag air carriers should be used to the maximum extent possible. This requirement shall not be influenced by factors of cost, convenience, or personal travel preference. Travel Advances Travel advances are issued to UMMC employees receiving a payroll check from UMMC funds. Advances are also issued to students if approved by administration. Advances for out-of-state travel not to exceed 100% of anticipated expenses as listed on the travel request may be requested. Advances are a charge to the employee's personal account and should be settled within 60 days of return. Any traveler who does not settle his/her advance within 60 days may be subject to a payroll deduction, and no further advances will be issued for one year. Travel advances are available in the Accounting Office on the date needed if they have been requested on a timely basis. The checks should be picked up by the traveler or an authorized individual from his/her department. Travel Reimbursement Voucher A Travel Reimbursement Voucher available at my.umc.edu should be completed no later than 30 days after the date of travel. This form should be submitted along with a copy of the approved travel request to the Accounting Office Travel Department. The travel reimbursement voucher should be signed by: A. The traveler. B. The grant investigator and/or department head. C. The appropriate dean or hospital director if required. Please retain a copy of the travel reimbursement voucher for your records. After processing the reimbursement voucher, if the traveler is owed funds in excess of the advance, the reimbursement check will be mailed to the traveler at the address indicated on the reimbursement voucher. If the traveler owes money to UMMC, they will receive a notification attached to their voucher showing the balance owed. The balance due to UMMC should be settled within 60 days from the date of travel. Any traveler who does not settle his/her outstanding advance within 60 days may be subject to a payroll deduction, and no further advances will be allowed for one year. Do not use a highlighter on the travel reimbursement voucher or travel receipts. Tape the receipts to an 8 ½ X 11 sheet of white paper. Please, do not use staples. Page 4 of 18

5 The following is a list of expenses that require original receipts for reimbursement: A. Lodging. An itemized hotel bill is required. B. Public carrier. C. Registration or conference fees. D. Car rental (A rental car form should be completed and approved by the Chief Financial Officer, Academics and Research prior to departure). E. Taxi or limousine service in excess of $ F. Parking or toll charges in excess of $ G. Meals at official business functions. H. Telephone, postage, and other miscellaneous items. I. Baggage handling in excess of $ During a recent audit by the Internal Audit Director for the Mississippi Institutions of Higher Learning, it was determined that UMMC travelers should submit all conference brochures, daily meeting agendas and seminar brochures for all meetings. Failure to submit the conference or meeting literature may delay payment of the reimbursement to the traveler. In addition, UMMC must adhere to the travel policy mandated by the Department of Finance and Administration s Travel Policy Rules and Regulations which states meals shall not be claimed as separate items of expense on the travel voucher when included in the conference registration fee. To clarify further, if the conference provides a continental breakfast, a luncheon or dinner (supper) meal for attendees, the traveler should not claim costs for meals on the dates and times of the conference provided meals. This is in compliance with the Department of Finance and Administration travel policies as noted above. If for some medical reason or scheduling problem the employee is not able to attend the conference provided meal, then written justification should be attached to the reimbursement voucher at the time of submission explaining why the conference provided meals were not eaten and why the traveler is claiming costs on those dates for meals. If the traveler fails to provide this written justification at the time of the original submission of the reimbursement, the costs claimed for meals may be denied and no further adjustments may be made at a later date. If the information on the travel reimbursement voucher does not correspond to the approved travel request, the travel reimbursement voucher will be returned to the traveler for clarification or correction. State Travel Agents When a UMMC employee travels by rental car, airline, Amtrak, or other public carrier, the employee may contact one of the state contract travel agents to make reservations. A list of Page 5 of 18

6 contract agencies in the local area, in addition to other approved agencies can be found on the Mississippi Department of Finance and Administration website at: by clicking the link titled Travel Agency Services. American Express Corporate Card UMMC has entered into an agreement with American Express Travel Related Services Company, Inc., to provide faculty and administrative employees an opportunity to apply for an American Express Corporate Card. This card is available at no cost to you or UMMC. The card gives you added security and convenience while traveling on UMMC business. The corporate card is not intended for personal credit purchases. The monthly bill will be sent directly to you from American Express, and you will be required to pay directly for the charges. Payment is due in full within 30 days. A delinquency fee will be assessed on the past due dollars. Contact Phillis Norman, extension 41059, to receive an application for an American Express Corporate Card. When an employee terminates employment with UMMC, the employee should cut his/her American Express Corporate Card in half and mail or bring the cut card to Phillis Norman in the Accounting Office. Accounting personnel will notify American Express to cancel the card. Travel Expenses Airline Travel Use of State Contract Travel Agents When a UMMC employee travels by rental car, airline, Amtrak, or other public carrier, the employee may contact one of the state travel agents to make the necessary reservations. When an airline discount rate has been negotiated for a specific conference which requires the traveler to deal directly with the airline to obtain the discounted reservation, the traveler should give this information to the state travel agent. The agent will attempt to obtain the conference rate or a lower rate for the traveler. When traveling by regularly scheduled air service, travelers are to utilize their local airport. Use of the local airport is assumed to result in travel costs that are most economical to the state. Before making any airline reservations use the following guidelines. 1) Identify yourself as a State of Mississippi employee traveling on official UMMC business. 2) Give the travel agent the dates of travel and always ask for the lowest penalty fare. 3) Document the name of the state contract travel agency used, the agent you talked to, and the lowest penalty fare quoted. Note: The agent will fax a copy of the schedule to the traveler. The traveler should approve the accuracy of the schedule by signing it and faxing it to the agent. In most cases, the agent will Page 6 of 18

7 not book the ticket until the traveler s signed verification is faxed back. The travel agency will send an e-ticket. The traveler should always ask for an electronic (e-ticket). Alternate departure and return dates and times will be proposed to all travelers when they will result in lower fares. The traveler's preference will determine flight departure times when travel costs are equal. UMMC travelers are required to use the lowest fares whenever schedules permit. If the traveler's schedule does not permit the use of the lowest, most economical carrier fare, the employee should obtain prior written justification and approval from the department head and the comptroller to exceed that rate before making any travel arrangements. A copy of the approval letter/memo should be filed with the travel reimbursement voucher. If the traveler intends to leave earlier or return later than the scheduled meeting dates to take advantage of a lower air fare, prior written approval should be received from the comptroller. The written justification should show the actual cost savings to UMMC including all extra expenses incurred (hotel charges and meals). A copy of the approval letter/memo should be filed with the travel reimbursement voucher. When an involuntary airline reservation change results in additional reimbursable costs (delayed flight requiring overnight hotels/meals), a note of explanation should be attached to the travel reimbursement voucher. Changes to reservations also may be handled by the state travel agent. The traveler should attach a copy of the revised itinerary/invoice to the travel reimbursement voucher. If grant or contract funds are used for the payment of the expenses for foreign travel, then U.S. flag air carriers should be used to the maximum extent possible. This requirement shall not be influenced by factors of cost, convenience, or personal travel preference. Any bonus or promotional gratuity received as a result of official state travel shall be used to offset or reduce the cost of subsequent official state travel. Under no circumstances may the traveler keep a bonus or other promotional gratuity for personal use. Airline Reservation Changes 1. Involuntary A note of explanation should be attached to the Travel Voucher and does not require a waiver if an involuntary airline reservation change results in additional reimbursable expense. 2. Voluntary Voluntary enroute changes in travel arrangements should be handled through the original source of the reservations. Most of the travel agencies provide toll-free numbers. Check the Travel Agency Services contract, available at If the change is for personal reasons, the state will not reimburse any fees imposed by the airline or the travel Page 7 of 18

8 agency. Emergency situations will require a Waiver Request Form for approval. The waiver must be attached to the Travel Voucher. If the traveler is outside the continental U. S. and changes are required, make the change as needed and attach a note of explanation to the Travel Voucher. Necessary waivers should be submitted upon return from the trip to the Accounting Department - Travel. Alternate Method - Use of the Internet or Another Source to Book Public Transportation The law has been changed to allow employees to purchase from sources other than the contract travel agents provided that the traveler can obtain prices which are lower than those offered by the state contract travel agents. If the traveler chooses this method, he/she should purchase the tickets using a personal credit card and submit a copy of the paid invoice with the reimbursement request. If, for some reason such as restricted schedules, the employee must book a flight at a price in excess of the lowest economy rate, the traveler should, prior to booking the flight, submit a Waiver Request Form, available on the Comptroller s Website at to the Accounting Travel Department. If approved, UMMC is required to maintain a copy of the approved Waiver Request in the appropriate file. A copy of the approved waiver shall be submitted with the employee s travel voucher. You may send your waiver Form to Phillis Norman in accounting. Waiver Request Form The Waiver Request Form ( is to be used to request a waiver from any standard travel procedures. This form should be submitted for approval prior to making any reservations or commitments. The following are a list of possible reasons a Waiver Request Form may be needed: Requesting authority to pay an amount greater than the state contract Requesting authority to rent a vehicle with a cost greater than the intermediate size on state contract Requesting authority to purchase vehicle rental insurance Requesting authority to rent a vehicle not on state contract Requesting authority to pay a hotel costs greater than the conference hotel Requesting authority to pay greater than the least expensive cost comparison for airline tickets A clear explanation and necessary information should be provided that would prove the request to be economical or otherwise in the best interest of the state. Failure to provide adequate information will cause delay and may potentially cause rejection of the request. Approval of the Waiver Request Form will depend on the accounting personnel being able to clearly determine the anticipated cost to the state and/or any anticipated savings. All applicable Page 8 of 18

9 cost information, such as contract fare, lowest available fare, conference hotel rate, actual rate paid, etc., should be provided. The Waiver Request Form should be attached to the employees Travel Voucher when the voucher is submitted for reimbursement. Automobile Travel Effective January 1, 2013, the use of a personal automobile or other private motor vehicle is reimbursed at the rate of $0.565 per actual and necessary mile traveled. Point to point mileage shall be determined from the standard highway mileage guide. Such reimbursement is limited to the lesser of actual and necessary miles or the lowest unrestricted available airfare as quoted by the state travel agent. Excessive travel over the mileage guide will require written explanation attached to the travel reimbursement voucher. No road expenses are allowed while in transit by private auto. All mileage is calculated from UMMC to the employee s regular place of work and the official meeting site. Mileage is not reimbursed between any regular place of work and home. Regular place of work is defined as the city, town or other location at which the state employee works or performs services on a regular basis as determined by the agency head. Mileage is not reimbursed between any regular place of work and home. The employee who works in two or more offices or regular places of work may claim mileage reimbursement to travel from one office or regular place of work to another place of work, but not between any regular work site and home, regardless of the distance of the commute. An employee is not in travel status and shall not receive lodging or meal reimbursement while at his Official Duty Station. When two (2) or more employees travel in one (1) private vehicle, only one (1) travel expense at the authorized reimbursement rate per mile is allowed. See mileage tables, for mileage to some of the most frequently traveled cities. Amtrak The traveler will be reimbursed the costs of the Amtrak ticket, not to exceed the state contract airfare rates. UMMC will not reimburse for meal costs associated with the extra days in route to the travel site. Rental Car The Vehicle Rental Services contract for both in and out-of-state can be found online at: in the Contracts section. There are certain U.S. cities which carry surcharges for rentals, and rates will be higher for those cities. If the traveler uses a rental car company other than the state contracted carriers, the reimbursement will be limited to the contracted rates. Page 9 of 18

10 When using a travel agency or making reservations directly with the rental car company please give the agent the Mississippi corporate ID number or contract to obtain the negotiated contract rates. These numbers must be used in order to obtain the free Collision Damage Waiver/Loss Damage Waiver Insurance coverage under the state contract. A Rental Car Approval Form, found on the Comptroller s website at should be completed and approved by the Chief Financial Officer, Academics and Research, before making any reservations. Charges for a rental car are allowed only when there is a demonstrated cost savings, including compensated employee time, over other modes of transportation, such as buses, subway, and taxis. A rental car should not be requested strictly for the convenience of the employee. Any cost associated with personal use must be paid by the individual. UMMC will not reimburse for rental cars obtained for personal use, such as sightseeing, while on official business travel. Only the rental car which is consistent with the size requirements of the business task to be performed will be reimbursed. An intermediate rental car is normally the largest rental that will be reimbursed. Naturally, there will be occasions when a larger car will be required to carry out the state s business. A statement from the employee explaining why a larger vehicle was required must accompany any reimbursement voucher which includes a cost greater than the intermediate vehicle. The rental car contracts include unlimited mileage and free collision insurance. The option to purchase insurance should always be declined and will not be reimbursed. (See exceptions below.) All rentals require a personal credit card. Be prepared to show proper identification when picking up the rental vehicle. Exceptions: The provisions of the car rental contract apply only to rentals in the continental United States, Alaska, Hawaii, and Puerto Rico. You will be advised at the time of booking if your rental is not under the contract rate and provisions. It is better, however, to always ask the rental car company at the time of rental if the rental includes CDW/LDW insurance. Remember: American Express no longer provides automatic insurance coverage for rental vehicles for its corporate cardholders. YOU MUST ALWAYS BE COVERED BY INSURANCE EITHER PROVIDED BY THE CONTRACT OR BY PURCHASE. The rental car companies on the state contract provide unlimited mileage and free insurance coverage. If the traveler utilizes a rental car company that is not on the state contract, the traveler will be limited to the state contract rate and will not be reimbursed for any charges that exceed the state contract rate. Fill the car with gasoline prior to return. Otherwise, you may be charged a higher price per gallon for a full tank of gasoline even if the tank is 3/4 full when returned. Page 10 of 18

11 Meals The Board of Trustees of State Institutions of Higher Learning (the Board) has adopted a travel policy to reimburse only those meal expenses incurred for travel which includes an overnight stay. Actual meal costs incurred will be reimbursed, not to exceed the following per diem rates: State Reimbursement Location Rate 1. In-state and Out-of-state (*) $41.00 (Except high cost areas) 2. High Cost Areas (**) $46.00/$ Foreign Travel $56.00 (*) Meals will be reimbursed only if the travel incurred is in excess of 50 miles one-way from the Medical Center and an overnight stay is involved. (**) In-state and out-of-state high cost areas are those cities designated in the Federal Register as having a prescribed maximum Per Diem daily rate of $150 or higher. UMMC will reimburse actual meal cost in those cities on a sliding scale not to exceed the following Reimbursement rates: State Federal Register Per Diem Rate Reimbursement Rate $ 1 to $149 $41.00 $150 to $164 $46.00 $165 to $179 $51.00 $180 up $56.00 Alcoholic beverages are not reimbursable. Note: For reimbursement rate, go to and click on Per Diem Rates, and then click on FY12 downloadable files. Use total column for the Federal Per Diem Rate in order to figure the maximum reimbursement rate shown above. Page 11 of 18

12 The Federal Register should be used to determine the maximum meal allowance by city. Should you have questions or need a copy of the Per Diem table, please contact the travel personnel at extension or Meal receipts are no longer required for claiming the high cost area rates. However, actual meal costs should be claimed not to exceed the maximum per diem. UMMC must adhere to the travel policy mandated by the Department of Finance and Administration s Travel Policy Rules and Regulations which states meals shall not be claimed as separate items of expense on the travel voucher when included in the conference registration fee. To clarify further, if the conference provides a continental breakfast, a luncheon or dinner (supper) meal for attendees, the traveler should not claim costs for meals on the dates and times of the conference provided meals. This is in compliance with the Department of Finance and Administration travel policies as noted above. If for some medical reason or scheduling problem the employee is not able to attend the conference provided meal, then written justification should be attached to the reimbursement voucher at the time of submission explaining why the conference provided meals were not eaten and why the traveler is claiming costs on those dates for meals. If the traveler fails to provide this written justification at the time of the original submission of the reimbursement, the costs claimed for meals may be denied and no further adjustments may be made at a later date. Any fees charged for attending the official meetings of a convention, seminar or similar convocation where the meeting includes a meal are excluded from the daily maximum; however, claims for reimbursement for these fees must be supported by a receipt. Lodging When hotel rooms are blocked for a conference and a discounted conference rate is offered, the employee should contact the conference housing bureau or the hotel directly to obtain lodging. A copy of the conference literature should be attached to the travel reimbursement voucher showing the conference hotel and rate in the conference package. The traveler may only claim the single rate for a hotel room. An original itemized bill should be presented for reimbursement. If the traveler is accompanied by someone who is not a UMMC employee, the reimbursement will be at the single rate only. The single rate should be written across the face of the bill and signed by the hotel clerk. If the single rate is not written across the bill or stated in the meeting announcement, the traveler will only be reimbursed at one-half of the cost of the room. If more than one employee shares a hotel/motel room, each employee may report a pro-rata share of the costs on his travel reimbursement request, or all lodging expenses may be shown on one reimbursement request, provided that both travelers note the sharing of the room on their individual reimbursement requests. Separate hotel receipts may be requested when registering. If the employee does not have an original hotel receipt, he shall write and sign the following statement on the copy, This is a true and correct copy of the hotel receipt. Express check-out receipts which do not provide an itemized hotel bill are not acceptable. Page 12 of 18

13 The Office of Purchasing and Travel within the Department of Finance and Administration maintains updated agreements with various Mississippi hotels for state employee rates. A list of hotels and rates is available on the website: under Hotel/Motel Services. These single occupancy rates are good only for employees traveling on official state business. A confirmation of the state rate at the time of reservations and/or prior to check-in is a requirement of these agreements. When driving and making your lodging arrangements, always request government rates when making the reservations at check-in. Most hotels require that a room cancellation be made at least 72 hours in advance of your scheduled check-in date. Otherwise, the first night's lodging amount will be charged to your credit card. Since hotels charge for unkept reservations, changes in travel plans must be communicated to the hotel as soon as possible. These charges will not be reimbursed if the traveler has been negligent in canceling reservations, or if the change is due to a personal decision after the deadline for cancellations. Exceptions may be made for emergencies beyond the employee's control. Lodging other than hotels/motels, such as apartments, dormitories, etc., may be used when they result in a lower cost, and an itemized receipt is required. Registration Fees Registration fees paid by an employee for a conference will be reimbursed on a travel reimbursement voucher when supported by an official paid receipt indicating the traveler's name, date, and amount paid. If a receipt cannot be provided, a copy of the front and back of the cancelled check or credit card receipt will suffice. To be in compliance with the travel policy mandated by the Department of Finance and Administration, UMMC travelers should submit with their reimbursement voucher all conference brochures, daily meeting agendas and seminar brochures for all meetings. Failure to submit the conference or meeting literature may delay payment of the reimbursement to the traveler. Registration fees for a meeting held in Jackson, MS, with no other travel costs involved should be paid on a non-po invoice. It is not necessary to prepare a travel request. Please follow the instructions in the Lawson portal for paying non-po invoices through accounts payable. Other Reimbursable Expenses Phone calls and postage must be certified by the employee as a valid business expense. Receipts are required to claim reimbursement. Phone calls should be itemized on the hotel bill as to the business purpose, date and party called. Calls home are considered personal expenses and are not reimbursable. Taxi fares, limousine service and parking in excess of $10.00 per business trip require a receipt. Taxi fares for personal trips will not be reimbursed. UMMC does not reimburse taxi fees for optional travel to/from restaurants. Page 13 of 18

14 Baggage handling is allowed without a receipt as a reasonable expense not to exceed $10.00 per trip. If claiming reimbursement for baggage handling in excess of $10.00 per trip; receipts are required along with a written justification for the amount(s) exceeding $ Laundry Charges One reasonable laundry expense is reimbursable for each seven (7) consecutive days that travelers are required to be away from their official duty station on official state business. This does not mean that a laundry expense will be reimbursed when the employee returns home at the end of seven (7) days away from home. It does mean that if the employee will be away from home seven (7) days, a reasonable laundry or cleaning expense will be reimbursed recognizing that it would be difficult to carry more than five (5) days clothing at a time. If after a complete, written justification, the agency head deems it necessary for an employee to be paid for additional cleaning/pressing charges while traveling on official state business, the attachment of the approved justification to the request for reimbursement of travel expenses will enable the employee to be reimbursed for such charges. Non-reimbursable Expenses UMMC will not pay expenses resulting from unofficial stop-overs, side trips, personal telephone charges, rental car insurance, trip insurance, excess personal baggage fees or any other items of a personal nature. Candidate Travel Faculty candidates will be paid on a travel request and travel reimbursement. Receipts will be required. Please send all requests and reimbursements for candidates to Accounting Office Travel. All travel costs should be paid directly by the faculty candidate. No spouse travel is allowed. All reimbursements will be made for a single room rate and tourist accommodations. Consultant Travel A consultant s travel will no longer be processed on a travel request or reimbursement voucher. Consultants will require a contract approved by legal and compliance and will be paid by vendor agreements. Please follow the instructions in the Lawson portal for vendor agreements/contracts in Lawson. Consultants travel expenses claimed will be subject to the Rules and Regulations applicable to UMMC and State of Mississippi employee travel. Receipts will be required. Page 14 of 18

15 FORMS Travel Request Third Party Funding Sources Form Travel Reimbursement Voucher Waiver Request Form Rental Car Approval Form MILEAGE TABLES In-State, One-Way Mileage ($0.565 per/mile) (From Jackson) ABERDEEN 163 IUKA 220 SARDIS 162 ACKERMAN 102 KOSCIUSKO 72 SENATOBIA 174 AMORY 172 LAUREL 139 SHAW 125 ANGUILLA 80 LELAND 108 SHIVERS 53 BATESVILLE 154 LEXINGTON 64 SOUTHAVEN 198 BAY SPRINGS 65 LIBERTY 100 STARKVILLE 125 BAY ST LOUIS 172 LONG BEACH 162 SUMMIT 70 BELZONI 80 LORMAN 80 TAYLORSVILLE 69 BILOXI 187 LOUISVILLE 95 TUPELO 189 BOONEVILLE 198 MAGEE 50 TYLERTOWN 102 BRANDON 15 MATHISTON 133 UTICA 45 BROOKHAVEN 56 MCCOMB 75 VICKSBURG 45 CANTON 26 MEADVILLE 83 WALNUT GROVE 57 CARROLLTON 99 MENDENHALL 40 WATER VALLEY 150 CARTHAGE 67 MERIDIAN 92 WAYNESBORO 118 CHARLESTON 143 MONTICELLO 68 WEST POINT 177 CLARKSDALE 153 MORGAN CITY 100 WHEELER 214 CLEVELAND 159 MORTON 38 WIGGINS 127 COLLINS 60 MOSS POINT 181 WINONA 91 COLUMBIA 81 MT OLIVE 60 WOODVILLE 125 COLUMBUS 150 NATCHEZ 102 YAZOO CITY 44 CORINTH 240 NEW ALBANY 188 CRYSTAL SPRINGS 35 NEWTON 57 DECATUR 65 NOXAPATER 104 DURANT 66 OCEAN SPRINGS 169 EDWARDS 26 OXFORD 166 UMMC to JACKSON AIRPORT 12 ELLISVILLE 95 PARCHMAN 143 EUPORA 116 PASCAGOULA 188 FAYETTE 78 PELAHATCHIE 26 FLORA 19 PETAL 91 FLORENCE 13 PHILADELPHIA 80 FOREST 42 PICAYUNE 196 FULTON 190 PICKENS 51 GREENVILLE 119 PINEY WOODS 25 GREENWOOD 96 PONTOTOC 200 GRENADA 118 POPLARVILLE 128 GULFPORT 157 PORT GIBSON 52 HATTIESBURG 90 PRENTISS 53 HAZELHURST 40 QUITMAN 116 HOLLANDALE 97 RAYMOND 22 HOLLY SPRINGS 196 RIDGELAND 11 Page 15 of 18

16 Out-of-State Mileage, One-Way mileage ($0.565 per/mile) (From Jackson) ABILENE, TX 583 AKRON, OH 890 ALBANY, NY 1290 ALBUQUERQUE, NM 1036 AMARILLO, TX 755 ANAHEIM, CA 1860 ANCHORAGE, AK 4201 ANN ARBOR, MI 902 ASHEVILLE, NC 555 ATHENS, GA 446 ATLANTA, GA 380 ATLANTIC CITY, NJ 1133 AUBURN, AL 310 AUGUSTA, GA 529 AUSTIN, TX 527 BALTIMORE, MD 997 BANGOR, ME 1625 BATON ROUGE, LA 150 BETHESDA, MD 950 BIRMINGHAM, AL 235 BISMARCK, ND 1400 BLOOMINGTON, IL 633 BOCA RATON, FL 853 BOISE, ID 1968 BOSSIER CITY, LA 240 BOSTON, MA 1397 BOULDER, CO 1190 BOWLING GREEN, KY 448 BUFFALO, GA 440 BUFFALO, NY 1090 CARSON CITY, NV 2047 CHAPEL HILL, NC 785 CHARLESTON, SC 662 CHARLOTTE, NC 613 CHATTANOOGA, TN 374 CHICAGO, IL 743 CINCINNATI, OH 658 CLEVELAND, OH 905 COLORADO SPRINGS, CO 1115 COLUMBIA, SC 591 COLUMBUS, GA 329 COLUMBUS, OH 768 CONCORD, NH 1435 CORPUS CHRISTI, TX 617 DALLAS, TX 403 DAVENPORT, LA 722 DAYTON, OH 712 DENVER, CO 1169 DES MOINES, IA 812 DESTIN, FL 352 DETROIT, MI 918 DOUGLASVILLE, GA 307 DURHAM, NC 749 EL PASO, TX 1020 EVANSVILLE, IN 476 FAYETTEVILLE, AR 431 FLAGSTAFF, AZ 1363 FT. LAUDERDALE, FL 868 FT. SMITH, AR 407 FT. WALTON BEACH, FL 283 Page 16 of 18

17 FT. WAYNE, IN 766 FT. WORTH, TX 433 GAINESVILLE, FL 571 GALVESTON, TX 405 GATLINBURG, TN 495 GREENVILLE, SC 519 GULF SHORES, AL 245 GREEN BAY, WI 935 GREENSBORO, NC 701 HALIFAX, NS 2039 HAMMOND, LA 135 HARTFORD, CT 1298 HEBER SPRINGS, AR 300 HELENA, MT 1871 HENDERSON, NC 788 HERSHEY, PA 1095 HOT SPRINGS, AR 283 HOT SPRINGS, VA 850 HILTON HEAD, SC 635 HOUSTON, TX 410 HUNTSVILLE, AL 314 INDIANAPOLIS, IN 642 ITHACA, NY 1196 JACKSON, TN 266 JACKSONVILLE, AL 161 JACKSONVILLE, FL 588 JEFFERSON CITY, MO 542 KANSAS CITY, KS 643 KANSAS CITY, MO 640 KIAWAH ISLAND, SC 718 KNOXVILLE, TN 488 LAKE OF THE OZARKS 561 LANSING, MI 890 LAS VEGAS, NV 1614 LEXINGTON, KY 596 LITTLE ROCK, AR 254 LOS ANGELES, CA 1774 LOUISVILLE, KY 559 LONG VIEW, TX 277 ROCHESTER, NY 1160 MACON, GA 423 MELBOURNE, FL 733 MEMPHIS, TN 211 MIAMI, FL 891 MILWAUKEE, WI 824 MINNEAPOLIS, MN 1029 MOBILE, AL 188 MONROE, LA 120 MONTGOMERY, AL 242 MONTREAL, CANADA 1466 MYRTLE BEACH, SC 732 NAPLES, FL 817 NASHVILLE, TN 415 NEWARK, NJ 1172 NEW ORLEANS, LA 185 NEW YORK, NY 1197 NIAGARA FALLS, NY 1110 NORFOLK, VA 911 OAKLAND, CA 2128 OKLAHOMA CITY, OK 562 OMAHA, NB 826 ORLANDO, FL 671 The University of Mississippi Medical Center Page 17 of 18

18 PALM BEACH, FL 896 PANAMA CITY, FL 346 PENSACOLA, FL 243 PEORIA, IL 647 PHILADELPHIA, PA 1092 PHOENIX, AZ 1398 PINE MT., GA 370 PITTSBURGH, PA 990 POINT CLEAR, AL 212 PORTLAND, OR 2388 PROVIDENCE, RI 1358 RALEIGH, NC 752 RENO, NV 2057 RICHMOND, KY 639 RICHMOND, VA 888 ROANOKE, VA 740 ROCHESTER, MN 943 ROCHESTER, NY 1160 ROCKVILLE, MD 962 RUSTON, LA 150 SACRAMENTO, CA 2122 SALEM, MA 1414 SALEM, OR 2409 SALT LAKE CITY, UT 1630 SAN ANTONIO, TX 597 SAN BERNARDINO, CA 1720 SAN DIEGO, CA 1727 SAN FRANCISCO, CA 2136 SAN JOSE, CA 2094 SARASOTA, FL 890 SANTA FE, NM 1028 SAVANNAH, GA 575 SEA ISLAND, GA 632 SEATTLE, WA 2444 SHREVEPORT, LA 219 SPRINGFIELD, IL 575 SPRINGFIELD, MA 1319 SPRINGFIELD, MO 471 ST. AUGUSTINE, FL 629 ST. LOUIS, MO 495 ST. PAUL, MN 1024 ST. PETERSBURG, FL 679 STAMFORD, CT 1218 SYRACUSE, NY 1239 TALLAHASSEE, FL 427 TAMPA, FL 668 TOPEKA, KS 694 TORONTO, CANADA 1125 TUCSON, AZ 1318 TULSA, OK 526 TUSCALOOSA, AL 183 VIRGINIA BEACH, VA 928 WASHINGTON, DC 958 WEST PALM BEACH, FL 829 WHEELING WV 883 WICHITA, KS 699 WILLIAMSBURG, VA 916 WILMINGTON, DE 1063 WINSTON-SALEM, NC 682 The University of Mississippi Medical Center Page 18 of 18