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Additional Information

Faculty Travel Form Staff Travel Form Per Deim Rates (GSA.gov)
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Summary of Reimbursable and Non-Reimbursable Expenses for Travel

A list of expenses and receipt requirements are indicated in the table below. NOTE: This is not an inclusive list of all expenses. Check with your accountant for questions. 

  • Itemized receipts are required for all expenditures.
  • Receipts must contain appropriate detail, including detailed item charges and payment method.
  • A specific business purpose for the expenditure must be noted on every expense submitted.

 

Expense

Reimbursable?

Receipt needed if paid with personal funds?

Receipt needed if charged to P-card?

Comments

Airfare and Rail

Yes (limited to coach class only)

Yes

Yes

Provide one of the following:

  • Concur E-receipt (if enabled)
  • Email confirmation from the airline showing departure/arrival locations and dates, airfare, class, and amount paid.
  • Airline or rail ticket (paper)

Lodging

Yes

Yes

Yes

Provide Concur E-receipt (if enabled), or the original itemized paid receipt.

Rental Cars

Yes

Yes

Yes

Provide Concur E-receipt (if enabled), or the original itemized car rental receipt showing the dates and location of rental, detailed cost, and amount paid.  Rental cars may only be used if they represent the most cost efficient means of transportation.  Justification and prior approval is required.

 

Collision Insurance or Loss/Damage Waiver on Rental Cars (Domestic)

N/A

N/A

N/A

The University self-insures for commercial rental vehicle loss/damage for continental US – (CONUS) or Canadian travel. Risk Management advises that travelers decline rental car Collision Insurance or Loss/Damage Waiver during domestic travel.

Collision Insurance or Loss/Damage Waiver on Rental Cars (International)

Yes

Yes, as included in itemized rental car receipt

Yes, as included in itemized rental car receipt

Collision Insurance or Loss/Damage Waiver is recommended when traveling to destinations outside the continental US.

Gas for Rental Cars

Yes

Yes

Yes

Provide the original itemized paid receipt (no minimum amount). Note: Please refuel the car before returning it to avoid high refueling charges to the University.

Conference Registration

Yes

Yes

Yes

Provide the original itemized paid receipt.

Taxi/Local Ground Transportation

Yes, if not in conjunction with a travel meal

Yes

Yes

Provide the original itemized paid receipt.

 

Ground transportation to a meeting place, lodging, or airport is reimbursable. Ground transportation to a meal paid through per diem is included in per diem.

 

Parking

 

Yes

Yes

Yes

Provide the original itemized paid receipt.

Tolls

Yes

Yes

Yes

 

Provide the original itemized paid receipt.

 

Mileage

Yes

N/A

N/A

Not to exceed the cost of coach airfare.

Reimbursable from Ann Arbor to destination (i.e. airport)

Under 20 mile radius is considered local travel and is not reimbursable.

 

Internet Fees

 

Yes

Yes

Yes

Provide the original itemized paid receipt.

Inoculation Costs

Yes

Yes

Yes

 

Provide the original itemized paid receipt.

 

Currency Conversion Fees

Yes

Yes

Yes

Provide the original itemized paid receipt.

Travel Abroad Health Insurance

Yes

Yes

Yes

Active U-M students, faculty, staff, and dependents are eligible to purchase optional coverage for international travel. In some cases, travelers may be required to purchase this plan. Read more about the plan at http://www.uhs.umich.edu/tai/ or contact your department for further details.

 

Travel Accident Insurance

N/A

N/A

N/A

Travel accident insurance is included as part of benefits program for all University employees on travel status. Contact the Benefits Office for more information.

Expense

Reimbursable?

Receipt needed if paid with personal funds?

Receipt needed if charged to P-card?

Comments

Business Office Expenses (Postage, Copy Services, etc.)

Yes

Yes

Yes

Provide the original itemized paid receipt.

Laundry or Cleaning Expenses

Yes, if the trip is 7 days or longer

Yes

Yes

Provide the original itemized paid receipt.

Checked Luggage

Yes

Yes

Yes

The University will reimburse for a maximum of two (2) pieces of checked luggage.

Excess Baggage or Excess Weight

At unit’s discretion

 

 

This is an exception that requires the submission of a signed exception memorandum approved by the Vice President, Dean, or Chair explaining why an exception is warranted. A compelling University business purpose is required for approval.

Traveler’s Check Charge

At unit’s discretion

 

 

This is an exception that requires the submission of a signed exception memorandum approved by the Vice President, Dean, or Chair explaining why an exception is warranted. A compelling University business purpose is required for approval.

Travel Meal Expenses    

Each travel meal type is listed below and indicates if a traveler is a) reimbursed at the actual meal cost, or b) provided a fixed meal allowance (per diem).            

Meal Type

Provided a Fixed Allowance? / Reimbursed for Actual Meal Costs?

Receipt needed if paid with personal funds?

Receipt needed if charged to P-card?

Comments

Employee – (Domestic/CONUS Per Diem Meal)

Fixed Allowance

No

No

Employees on travel status will be provided a per diem rate for travel meals for domestic (continental US/CONUS) travel. (See the General Services Administration website www.gsa.gov for meal per diem amounts listed by specific major cities).

Employee – (Foreign/OCONUS Per Diem Meal)*

Fixed Allowance

No

No

*Effective July 15, 2010, employees on travel status will be provided a per diem rate for travel meals for foreign/OCONUS travel. (See the General Services Administration website www.gsa.gov for meal per diem amounts listed by specific major cities).

Non-Employee – (Guest and Student) Meal

Actual Cost

No

No

Guest and student travel meals are reimbursed at the actual amount up to the meal limits of $25-Breakfast, $25-Lunch, $55-Dinner (including tax, tip, and non-alcoholic beverages). Please have all receipts for reimbursement.

Business Meal While on Travel Status

Actual Cost

Yes

Yes

Business meals are those taken with guests, colleagues, or donors during which focused business discussions take place. Business meals with vague, unfocused purposes (such as “to foster collaboration between departments”) are not permitted.

 

Business meal expenses, including beverages and tips, should not exceed the maximum allowance of $25-Breakfast, $25-Lunch, $55-Dinner per person.

 

University faculty and staff who host or attend a hosted meal while on “travel status” must indicate the hosted meal was ‘provided’ when completing the travel allowance (per diem) portion of the expense report.

Hosted Meal While on Travel Status

Actual Cost

Yes

Yes

Hosted meal expenses, including beverages and tips, should not exceed the maximum allowance of $25-Breakfast, $25-Lunch, $55-Dinner per person.

 

University faculty and staff who host or attend a hosted meal while on “travel status” must indicate the hosted meal was ‘provided’ when completing the travel allowance (per diem) portion of the expense report.

Alcohol

Actual Cost

Yes

Yes

Reimbursement for alcoholic beverages is limited to $20/person, per hosted event. Alcohol cannot be expensed to general or sponsored funds and must be expensed as ICRX class.

FACULTY TRAVEL:

Faculty Travel Form:  http://www.pathology.med.umich.edu/forms/Faculty%20Travel%20Form.pdf

All Faculty Travel Reimbursement Forms should be turned in to the Chairman's Office Front Desk. 

STAFF TRAVEL:

All Staff Travel Reimbursement Forms must show prior authorization for travel or be signed by your supervisor.

Please turn your form and receipts to John Harris, who will distribute to the proper person.

Staff Travel Form:  http://www.pathology.med.umich.edu/forms/Staff%20Travel%20Form.pdf