PURPOSE: Section 37.450, RSMo requires the Office of Administration to establish guidelines for determining the most cost effective and reasonable mode of travel for single trips from the following options: passenger rail, vehicle rental, state-owned vehicles and reimbursement for personal vehicle use. Additionally, 1 CSR 10-11.010 State of Missouri Travel Regulations states “Travel may be accomplished by plane, train, bus, private or state-owned automobile, rented car or taxi, whichever method serves the requirements of the state most economically and advantageously.” This rule requires officials and employees to utilize the most cost effective vehicular travel method available. State agencies and officials may adopt more restrictive vehicular travel policies provided the policy does not conflict with the rules herein. State agencies and officials must establish sufficient internal controls to ensure vehicular travel expenses are minimized to the greatest extent possible.

1. (1) For the purpose of these regulations, the following definitions shall apply:

   1. (A) Officials and employees shall include all employees of the state of Missouri, statewide elected officials, members of boards, commissions, committees, advisory councils or other individuals who are not considered employees of the state of Missouri but who are otherwise eligible for mileage reimbursement;
   2. (B) State agencies and officials shall include all departments of state government within the state of Missouri and all statewide elected officials, boards, commissions, committees, advisory councils or other divisions of state government that authorize mileage reimbursement.
2. (2) Pursuant to section 33.095, RSMo and 1 CSR 10-11.010(11)(A), the commissioner of administration will periodically issue mileage reimbursement rates comprised of a standard rate and a state fleet rate. The standard mileage reimbursement rate is deemed to represent the total cost to own and operate a personal vehicle. The allowance or reimbursement shall be computed at a rate not to exceed the Internal Revenue Service (IRS) standard mileage rate less three cents (3¢) per mile. Any change to the maximum rate is effective on July 1 of the year the IRS changes their standard mileage rate. The state fleet mileage reimbursement rate reflects the average cost of operating a mid-size sedan in the state vehicle fleet.
3. (3) Officials and employees must utilize the most cost effective vehicular travel option when traveling on state business. All relevant factors such as the: urgency; nature of travel required; type of vehicle required for the number of passengers, tool or equipment load; employee time and effort; official domicile; proximity to rental or state vehicles; and 1 CSR 10-11

other administrative costs should be considered when selecting the most cost effective travel option.

1. (4) Officials and employees traveling to the same destination should car-pool whenever possible. Employees who elect to travel using their personal vehicle when car-pooling is available shall be denied reimbursement if space is reasonably available in a state-owned or rental vehicle traveling to the same destination for the same purpose.
2. (5) Officials and employees must utilize the Trip Optimizer or other equivalent method to calculate travel costs and ensure officials and employees use the most cost effective vehicular travel option for each trip. The Trip Optimizer assists in determining the most cost effective travel option for instate single trips. A single trip includes any number of trips taken by an individual during the same day. The State Fleet Management Program maintains the Trip Optimizer at: http://www.oa.mo.gov/gs/fm/index.htm.
3. (6) Officials and employees shall drive state vehicles while on state business that requires travel unless an exception applies as set forth in section (8) of this rule. When a state vehicle is available to the official or employee and the official or employee elects to drive a privately owned vehicle, the maximum reimbursement rate for an official or employee shall be limited to the established state fleet rate. When a state vehicle is not available, but a rental vehicle is reasonably available and is a lower cost option for the trip, the maximum mileage reimbursement for the official or employee shall not exceed the cost of the rental option, including the cost of fuel.
4. (7) Officials or agencies may establish savings thresholds whereby an official or employee may utilize the next lowest cost option without supervisory approval. Officials or agency thresholds may vary depending on several factors including: proximity of state vehicles or rental vehicles and administrative expenses involved in making travel arrangements.

5. (8) Notwithstanding section (6) of this rule, officials or employees who use privately owned vehicles for official state business may be reimbursed up to the standard mileage reimbursement rate when they are:

   1. (A) Members of boards, commissions, committees, advisory councils or other individuals who are not considered employees of the state of Missouri but who are otherwise eligible for mileage reimbursement;
   2. (B) Officials or employees who otherwise would be traveling in a state vehicle when the total trip miles calculated on a daily basis are deemed low according to the State Vehicle Utilization Review section of the Trip Optimizer and where another official or employee could utilize the state vehicle to a greater extent; or
   3. (C) Officials or employees who have a documented physical condition that require them to operate vehicles equipped to accommodate their specific needs.
6. (9) Officials or employees denied the use of a state vehicle due to their driving record may be reimbursed for use of a privately owned vehicle up to the state fleet rate.
7. (10) Officials or employees who operate their personal vehicle on state business must do so in compliance with the Motor Vehicle Financial Responsibility Law, Chapter 303, RSMo. Officials or employees and/or their insurer may be held liable for damages resulting from an accident that occurs while operating their vehicle on state business. Agencies and employees may refer to the Guide for Drivers on State Business at: http://www.oa.mo.gov/gs/risk/legal/driver. htm for more information.
8. (11) Officials or agencies shall establish internal procedures that require appropriate documentation to support the vehicular travel decisions made by their agency and employees. Officials or agencies shall specifically approve and justify any exceptions to this rule and retain the documentation as part of the related financial transaction. Officials or agencies must utilize the Trip Optimizer or other equivalent method to document the lowest cost travel option and maximum personal mileage reimbursement allowed.

AUTHORITY: sections 33.095, RSMo 2000 and 37.450, RSMo Supp. 2005.* Original rule filed May 10, 2006, effective Nov. 30, 2006.

*Original authority: 33.095, RSMo 1969 and 37.450, RSMo 2002.