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Office of Procurement Services
The University of Mississippi

Travel for UM Employees & Students

It is the policy of the University that all reasonable and necessary expenses for official travel incurred by University employees are reimbursed according to the laws of the State of Mississippi.

If you are employed by The University of Mississippi or a student of The University of Mississippi, please visit the links below for Travel guidelines. If you are not affiliated with the University, please visit Account Payable’s page for Third Party Travel.

Traveler Responsibility Reminder

It is the traveler’s responsibility to be familiar with all travel requirements before traveling.

Please review the University of Mississippi Travel Policies prior to any university-related travel.

Being informed helps ensure your travel is compliant and reimbursed appropriately.

Understanding Travel Advances

A travel advance is similar to borrowing money from the university to cover upcoming travel expenses.

To clear the advance, you must submit a travel reimbursement form that documents how the money was spent. This form accounts for the advance and ensures it is properly reconciled.

Until you turn in the reimbursement form, the advance remains on record as money owed.

Please email travel@olemiss.edu with any questions about employee travel.

 

Travel Form Assistance by Last Name

To ensure more efficient support, Travel Forms are assigned based on the traveler’s last name:

Please reach out to the appropriate contact with any questions or for help with your travel forms.

UM Employee Travel Record

Tips for Using the Campus Management Travel Link

  • The travel information is for personal use only; employees can only view their own travel records.

  • You must enter a beginning and ending date to view travel history.

    • To see all trips, use 09/01/2000 as the start date and a future date for the end date.

  • A list of trips will appear; double-click a trip number to view details.

  • The travel statement shown matches the one emailed after trip completion.

  • Each listing includes: trip number, departure date, city, country, and a brief trip purpose.

View your personal travel online with your Web ID

Travel Guidelines

Choosing Transportation
Airline Travel Policy

Airport Parking -This is an optional service benefit for UM employees and is not required for employee travel.

 Instructions for Obtaining Airline Quotes

The University of Mississippi does not advance funds nor reimburse funds for personal flight credits.
International Travel Policy International Travel Approval Form

CONVERTING FOREIGN CURRENCY FOR INTERNATIONAL TRAVEL Instructions

Oanda Currency Converter

Important Note for International Travel

Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) insurance must be purchased when renting a vehicle for international travel.

This requirement ensures adequate protection in the event of an accident or damage to the rental vehicle outside the United States.
Lodging Policy
Meal Reimbursement Policy Meal Reimbursement – How to find the rates

MEAL RATES–MAXIMUM DAILY MEAL ALLOWANCE

 

Updated Meal Per Diem Guidelines – Effective February 14, 2024

  • Travelers must now use: gsa.gov/travel/plan-book/per-diem-rates to calculate daily meal allowances.

  • Do not break down meals by category for domestic travel.

  • The maximum daily meal allowance must not be exceeded.

  • First and last travel days are reimbursed at 75% of the daily rate.

  • Standard rates apply to locations without a specific listing and must not be exceeded.

  • Destination cities must be clearly listed on Travel Authorizations and Reimbursements to help the Travel Team audit accurately.

 
Online-Conferences
Private Vehicle Policy Mileage Reimbursement Authorization Form

One way Mileage from Oxford

How to Calculate Mileage

  • Check the One-Way Mileage Chart: If your destination is listed, use the mileage provided there.

  • If Not Listed: Use Google Maps to determine the most direct, practical route from your starting location to the destination.

Mileage Reimbursement Rates

  • Effective January 1, 2025:
    $0.70 per mile (Seventy cents)

  • January 1, 2024 – December 31, 2024:
    $0.67 per mile (Sixty-seven cents)

Rental vs. Personal Vehicle

Use the Rental vs. Personal Car Expense Calculator to determine the most cost-effective travel option. This tool helps evaluate whether a rental or personal vehicle should be used for business travel.
Rental Car Policy

Important Note for International Travel

Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) insurance must be purchased when renting a vehicle for international travel.

This requirement ensures adequate protection in the event of an accident or damage to the rental vehicle outside the United States.

 

In-State Contract Rental Car Contracts

 

Out-of-State Contract Rental Car Contracts
State Travel Agency Policy  State Contracted Travel Agencies
Student Group Travel Policy
Travel Advance Policy
Travel Authorization Policy Travel Authorization Form and International Travel Approval Form

 

Travel Authorization Instructions
Travel Reimbursement Policy Travel Reimbursement Forms

 

Instructions for Travel Reimbursement
Waiver Request Policy Pre Travel Waiver Request Form

 

Post Travel Waiver Request Form