MO ACP Travel Reimbursement Policy
These guidelines are applicable to all members traveling on behalf of Missouri ACP or individuals that will be seeking reimbursement from Missouri ACP for travel expenses. Travel reimbursement allotments are provided and will be communicated to you in advance; however, this is a maximum that will be reimbursed. Reimbursement is processed by staff within the framework of this policy. It is necessary that expenses be reasonable and adequately documented to satisfy Internal Revenue Service regulations. Members are asked to exercise fiscal responsibility. Please follow the guidelines below.
A. Travel
Tips are reimbursable as used in connection with meeting business and should be used as resourcefully as possible.
D. Personal Expense Accounting
When accompanied by a spouse or guest, the individual should claim reimbursement for only personal travel, for the single room rate at the hotel and for his/her own meals. Additional cost for program tickets, such as luncheons, special events and workshops for family members or guests, shall be personal expense and should be deducted from receipts submitted for reimbursement.
Documentation For any expense greater than $20, including airline tickets, hotel bills and any other expenses, receipt must be attached to the reimbursement form. Original receipts shall be submitted when possible, with any exceptions accompanied by an explanation. Receipts may be scanned, or photographs sent. When scanning or photographing, please make sure the entire receipt is visible, including the total at the bottom. If possible, we ask that you please make the receipts a single PDF document. You can do this in multiple ways, but a great app to use is Genius Scan.
We use an online reimbursement form and all receipts must be included with the form and the form must be completed in its entirety. Your reimbursement will not be processed if it is not complete and we do not have proper documentation to accompany the listed expenses.
Checks will be mailed to the address included on the reimbursement form. If you wish to have the check sent to a different address, you will need to use that address on the form.
Submission Deadline All reimbursement forms shall be submitted within 30 days. Missouri ACP processes payments on the 20th of every month. If vouchers are submitted after the 20th of the month, the payment will not be processed until the 20th of the following month.
A. Travel
- Air travel will be by economy class with advance reservation made to receive the lowest possible fare. If you choose to upgrade your ticket, we will reimburse only at the economy class cost.
- Cabs/Uber/Lyft will be reimbursed as necessary to and from terminals and as necessary for
intra-city transportation in connection with chapter business. Transportation for personal or sight-seeing reasons is not reimbursed.
- Individuals are expected to use reasonable, comfortable accommodations. ACP negotiates rates with hotels for lodging, but if members choose to go outside the hotel blocks the fee shall not exceed that of the ACP-negotiated hotel rates for single or double occupancy (double is acceptable if sharing lodging). Lodging receipts must be kept and included with the reimbursement form if seeking reimbursement. If sharing lodging with another member who will also be receiving reimbursement, each person shall submit their share of the costs separately (this can be noted by writing on receipt what your costs were).
- The Missouri Chapter will reimburse reasonable charges for meals and accompanying beverages. Reimbursements will be capped at a daily allowance of $75 per day. Meals made available at the conference/event will not be reimbursed unless there is an additional fee for food above the registration fee. Meals for a guest or spouse are not reimbursed. Receipts should be turned in and should accurately reflect your meal. If meals for multiple people were purchased on the same ticket, please circle your expenses and write the total cost of your meal on the receipt.
Tips are reimbursable as used in connection with meeting business and should be used as resourcefully as possible.
D. Personal Expense Accounting
When accompanied by a spouse or guest, the individual should claim reimbursement for only personal travel, for the single room rate at the hotel and for his/her own meals. Additional cost for program tickets, such as luncheons, special events and workshops for family members or guests, shall be personal expense and should be deducted from receipts submitted for reimbursement.
Documentation For any expense greater than $20, including airline tickets, hotel bills and any other expenses, receipt must be attached to the reimbursement form. Original receipts shall be submitted when possible, with any exceptions accompanied by an explanation. Receipts may be scanned, or photographs sent. When scanning or photographing, please make sure the entire receipt is visible, including the total at the bottom. If possible, we ask that you please make the receipts a single PDF document. You can do this in multiple ways, but a great app to use is Genius Scan.
We use an online reimbursement form and all receipts must be included with the form and the form must be completed in its entirety. Your reimbursement will not be processed if it is not complete and we do not have proper documentation to accompany the listed expenses.
Checks will be mailed to the address included on the reimbursement form. If you wish to have the check sent to a different address, you will need to use that address on the form.
Submission Deadline All reimbursement forms shall be submitted within 30 days. Missouri ACP processes payments on the 20th of every month. If vouchers are submitted after the 20th of the month, the payment will not be processed until the 20th of the following month.