Travel Planning and Analysis Worksheet Guidelines

In an effort to assure we make the most cost effective and efficient choices in our travel arrangements and comply with the revised travel manual, the following guidelines have been developed to assist you with the analysis worksheet.

During the pre-examination phase of each examination, the EIC will conduct a travel cost comparison of different alternatives and travel schedules using a worksheet developed by the department. The cost comparison should be done during the preparation phase of the exam and at any time that there are substantial changes either in the schedules, hotel rate or transportation costs. The comparison will be calculated as estimates of actual rates, with the exception of MIE, which will be estimated at CONUS max. In most cases, the lowest cost alternative should be chosen. However, if the EIC can justify that a more expensive alternative provides additional efficiencies to the audit manager it is possible to select that option if documented. The examiners will not be expected to stay on a job-site for more than two weeks at a time.

The amount of travel time allowed per week will be the lower of actual travel time or 5 hours. Examiners should be on-site at the company at least 35 hours per week. The entire team should work the same schedule, not to exceed 10 hours per day. However, if additional travel time is necessary, the EIC must document the additional time and obtain the audit manager’s approval. When using air transportation, the EIC must document at least three different airfare options.

When using ground transportation, the EIC should use the trip optimizer found at www.insurance.mo.gov/private/index.htm. The examiners do not have the option of utilizing a state vehicle. A monthly rental rate is available. When using the monthly rate the EIC will need to estimate the cost of fuel as it is not included with the monthly rate. The state contract with Enterprise allows travel within MO, KS and IL as “in-state” travel. Examiners using rental cars for in-state trips may be allowed up to an additional hour per week of travel time for each examiner sharing the rental car. Although there are several factors that can be taken into consideration when calculating the “cost” that could be associated with the pick up and drop off of a rental car and co-workers, we will presume that the lost examination time is $35 per hour. Travel time for driving will be calculated at one hour for every 60 miles traveled based on the mileage allowance given for that trip, unless the EIC can document that additional travel time is warranted. Car-pooling using a rental car is highly encouraged if reasonable accommodations can be made. Employees who elect to travel using their personal vehicle will be denied reimbursement if space is reasonably available for the same purpose unless prior approval is received to use an alternative method.

Since there are so many variables encountered in travel, exceptions to the above may occur, but they need to be approved by the audit manager prior to the trip when possible.

A copy of approved documents will be filed in the exam section and a copy must be sent to Support Services with the first billing.