Updated Maximum Limits for Allowable Expenses

Business Meal Limits 

Meal Dollar Limit
Breakfast $22.50
Lunch $37.50
Dinner $70.00


Contributions, Gifts, and Awards Limits

Contribution / Gift Type Dollar Limit
Door & Raffle Prizes $100 
Human Research Subjects $100
Tangible Sympathy Gifts $100
Employee Recognition Gifts $100
Employee Retirement Gifts $400


New Sections Within Standards

Mileage Reimbursements 

  • The new standards includes a new section of guidelines pertaining to mileage reimbursements that was not featured in UMB’s expense policy
  • Requirement to document mileage and submit additional documentation (detailed in the Additional Documentation Requirements Table)
  • Mileage reimbursement rates are inclusive of fuel, repairs, depreciation, maintenance etc. costs

Cell Phones

  • The new standards includes a new section of guidelines pertaining to cell phones that was not featured in UMB’s expense policy
  • Non-allowable expenditures include costs associated with downloading non-approved fee-based services such as GPS programs, premium text services, custom ring tones, etc.
  • Provisions for international service plans

Travel Expenses 

  • The new standards includes a new section of guidelines pertaining to travel that was not featured in UMB’s expense policy
  • Allowable and non-allowable expenditures are detailed for the following areas of spending:
    • Air Travel
    • Ground Transportation
    • Lodging
    • Meals and Incidentals
    • Rental Cars
    • Miscellaneous Expenses


Updates on Allowable Business/Travel Expense

Now Allowable

  • The new standards require a valid business reason for the purchase of alcohol to be reimbursable

No Longer Allowable

  • Gifts in lieu of employee compensation
  • Gifts associated with occasions of a personal nature (birthdays, baby showers, etc.),
  • Gift cards as vendor payments

Other Updates

  • Guidelines for record-keeping and accountability regarding gift cards including securing gift cards in a locked drawer, designating a custodian for gift cards, and keeping a log of all issuances
  • Guidelines for alcohol consumed at a business meal and procedure for tipping service
  • Details on regularly scheduled functions that get blanket approval (pertains to Advancement only)
  • Increased information surrounding the topics of human subject research study participants, sympathy/memorial gifts, and employee recognition awards


Updated Approval & Documentation Requirements (Receipts)

  • New approval matrix sorted by type of business expense and an additional section within the matrix details approval exceptions
  • The new standards provide a comprehensive table containing various expense types and their corresponding documentation requirements
  • All receipts, including restaurant receipts must be detailed and provide itemization
  • Receipt requirements are consistent across all spending mechanisms. If a receipt is lost, the traveler/cardholder must make every possible attempt to contact the vendor and obtain a copy. If a copy cannot be obtained, a Missing Receipt Form must be completed and attached to the Expense Report
  • The only exception to the missing receipt requirement would be receipts for travel related items (parking, tolls, taxi, etc.) that are under $25.00
  • Refer to the Approvals, Documentation Requirements, and Exceptions page for applicable matrices, tables, and guidelines


Receipt Validity

  1. The name of the company providing the goods/services
  2. Date(s) when the specific expenses were incurred
  3. Unit price of goods/service
  4. Restaurant receipts must itemize food/beverage consumed, tip and tax
  5. Goods/services purchased should include detail on the items consumed
  6. Total amount due and acknowledgement that amount due was paid


Tax Compliance 

  • The value of non-cash gifts provided to employees which exceed the $100 de minimus limit is taxable, with the exception of length of service or retirement gifts, which are taxable when they exceed $400.
  • All Gift Cards, regardless of value, are considered cash or a cash equivalent gift or award and will be reported as taxable compensation to the employee