Travel on University Business
Travel Expense reports can be processed by anyone in the CDB office. Below are some helpful tips and guidelines for travel status. Please remember to keep all receipts.
The Standard Practice Guide (SPG) explains the University's policies and procedures. Information on travel advances and travel policy can be found in:
Section 501.04-1. http://spg.umich.edu/pdf/501.04-1.pdf
This website provides frequent travel and hosting questions.
http://www.umich.edu/~purch/AP/Travel/faq.html#Reimbursements
Your business travel and hosting report is due within 30 days after the end of travel. You may be able to get an extension depending on your circumstance. To obtain one, the higher administrative authority that originally approved the advance, must send an email to:
Include an explanation of the problem and a future date when you expect the report to be finished.
This website will allow you to access a Travel Expense form:
http://www.umich.edu/~finops/FormsReports/Forms/travelrpt.xls
Any travel made outside the University must have an Event Number. This website provides the Event Number form which is required for every trip that is made. Anyone in the CDB office will be able to assist you.
https://websvcs.itd.umich.edu/traveloffice-bin/travelmain/
A Travel Packet contains coupons and information regarding discounts available to traveling staff. A Travel Packet may be picked up at the Accounts Payable and Travel Office, 5091 Wolverine Tower, or you may easily make your request via our email address:
TRAVEL EXPENSE CHECKLIST
Expense reports should be submitted to the appropriate Accounts Payable and Travel Office:
Accounts Payable & Travel
5091 Wolverine Tower – 1287
Telephone: 764.8212 Ann Arbor 49105
Email: Travel.Office@umich.edu
Travel Information:
- Name and address
- Social Security number, Employee ID number or Vendor ID number
- Department telephone
- Department contact
Trip:
- Indicate business purpose
- List conference or event dates
- Departure and return dates and times
- Destination (Canada & Puerto Rico are considered domestic travel)
Exceptions To Policy
A completed Travel and Business Hosting Expense Exception memo must be attached to the report when there is a departure from stated policies or dollar limitations, or for specific situations as outlined in the policy. The memo must be signed by the same approver as the report, and additional signatures are required if the total report expenses aggregate more than $5,000.
Airfare and Rail:
- Coach Fare
- Last page of ticket required.
- E-ticket/Internet – Original receipt/statement required indicating method of payment.
Lodging:
- Itemized hotel receipts required.
- Room charge and applicable taxes only.
- Reasonable single occupancy or conference rate.
Meals:
Tear away meal stubs are not acceptable.
Maximum allowable meal reimbursement for food and non-alcoholic beverages (domestic only):
- Breakfast - $25
- Lunch $25
- Dinner - $55
Car Rental:
Original itemized receipt/rental agreement required regardless of the amount. A justification for use of a rental care is needed.
Mileage Reimbursement
Effective January 1, 2004, the University's mileage reimbursement rate on personal vehicles is 37.5 cents per mile. Traveling from Ann Arbor to Detroit Metropolitan Airport is 27 miles one way, 54 miles roundtrip.
Alcoholic Beverages:
Reimbursement for alcoholic beverages is separate from meal limits and is made at the discretion of the department. Alcohol expense must be flagged with an “X” class and charged to a non-General or non-Federal fund or alternatively, covered with personal funds.
Taxi/Shuttle:
Actual and reasonable expense.
Other Expenses
- Tips
- Registration Fees – original paid receipt if over $75. If you claim lodging, the original registration is not needed – proof of payment is sufficient.
- Personal automobile mileage ($.375 per mile for trips effective 1/1/04). The mileage rate is subject to change. Mileage includes the cost of gas. Therefore, you cannot request both mileage and gas.
- Parking.
- Business calls and calls home, reasonable in frequency and duration.
- Laundry expense (over one week stay).
- Faxes, photocopies, conference materials.
- Personal aircraft mileage ($.45 per mile) not to exceed the cost of coach airfare.
General Information:
- Any item over $75 requires an original receipt except hotel and non-taxi transportation expenses where original receipts are required regardless of amount.
- No gifts are to be processed on Travel and Business Hosting Expense Reports.
- $500 minimum advance for faculty and staff. $100 for students and guests.
- See Travel and Business Hosting Expense SPG for complete instructions. For forms, see: http://www.umich.edu/~finops/index_js.htm
