Travel Procedures

Airfare

  1. International
    • Departmental submission of a requisition, and reservations placed on computer by end-user in the Office of Procurement Services.
    • Payment by Procurement Services by procurement card. Charges will be allocated to the user per the budget number on the requisition.
    • Direct billing to the department is available when utilizing Great Southern Travel.
  2. Domestic
    • Reservations by end-user at a location and source of their choice.
    • Charges are placed on the user’s personal credit card, or departmental procurement card.
    • Large group travel may be processed by a requisition in order for charges to be placed on a special procurement card in the Office of Procurement Services. The end-user department is responsible for making reservations and providing confirmation to Procurement Services. Charges will be allocated to the user per the budget number on the requisition. All reservation receipts should be presented to the Office of Procurement Services. It is the responsibility of the end-user to obtain receipts.
    • Direct billing to the department is available when utilizing Great Southern Travel.

Hotels

  • Domestic and international reservations are placed by the end-user at a location and source of their choice. A personal credit card is to be used when guaranteeing reservations.
  • The following documents will need to be submitted to the Office of Procurement Services in order for charges to be placed on a special procurement card in the Office of Procurement Services:
    • Requisition
    • Credit card authorization form
    • Hotel email address
    • Copy of the confirmation
  • Charges will be allocated to the user per the budget number on the requisition. It is the responsibility of the end-user to obtain receipts and submit them to the Office of Procurement Services.

Tours

  • Domestic and international reservations are placed by the end-user at a location and source of their choice. A personal credit card must be used.
  • Reservations may also be placed on computer by end-user in the Office of Procurement Services. A requisition is needed from department and payment by the Office of Procurement Services by special procurement card. Charges will be allocated to the user per the budget number on the requisition. It is the responsibility of the end-user to obtain receipts, and submit them to the Office of Procurement Services.

Vehicle Rental

  • Domestic and international reservations are placed by the end-user at a location of their choice. Contracted pricing with liability and collision damage waiver is available from Enterprise Rent-A-Car.
  • Payment may be by personal credit card or direct billing with Enterprise.

Travel Services

  • Reservations with Great Southern Travel, Kim Finney, kfinney@greatsoutherntravel.com, 417-888-4488, by the end-user at a location of their choice. Payment for major airlines would be by direct billing to the department. Hotels would be by personal credit card for reimbursement.
  • Vehicles may be direct billed by Enterprise Rent-A-Car, with initial account establishment by Matt Madura, 417-866-8355, matthew.m.madura@erac.com, or paid by personal credit card with reimbursement.

Payment Methods

  1. Payment by Check
    • Telephone reservation to the vendor by the end-user placed a location of their choice.
      • Reservation placed on a personal credit card by the end-user.
      • Internal requisition to request and advanced (check) payment is entered by the end-user.
      • Required items are sent to the Office of Procurement Services by the end-user:
        • Copy of the requisition
        • Completed W-9 form
        • Original invoice
  2. Payment by a Procurement Card from the Office of Procurement Services
    • Telephone reservation to the vendor by the end-user at a location of their choice.
    • A personal credit card would be used to hold the reservation, and a copy of the reservation, vendor credit card authorization form, vendor email address, and a requisition would need to be provided to the Office of Procurement Services in order to transfer payment to a procurement card with the Office of Procurement Services.
    • On-line reservation entry by the end-user in the Office of Procurement Services.
    • Payment would be by a procurement card within the Office of Procurement Services. A requisition would need to be entered for processing. Original receipts need to be attached to the Travel Expense Report.
  3. Payment by Travel Expense Report to Reimburse Personal Credit Card
    • On-line reservation entry by the end-user at a location of their choice.
    • Payment would be by personal credit card with reimbursement by Accounts Payable through a Travel Expense Report.
  4. Payment by Direct Billing for Airlines and Vehicle Rental
    • Reservation with Adelman Travel, Elizabeth Henson, ehenson@adelmantravel.com, 417-888-4488, by the end-user through a major airline of their choice. Payment would be by direct billing to the department, or by personal credit card with reimbursement.
    • Reservation with Enterprise Rent-A-Car, by the end-user at location of their choice. Payment would be by direct billing to the department, or payment by personal credit card with reimbursement.

      Contract with Enterprise Rent-A-Car

*Claims relating to uninsured rental vehicles not under this contract are subject to review and acceptance by the State of Missouri Office of Risk Management.