Michigan State University
Controller's Office

305 Administration Bldg
East Lansing, MI 48824
517 355-5020

Updated December 2011

Reimbursement Chart
Effective 1/1/2012

Lodging (1)

TYPE OF EXPENDITURE REIMBURSEMENT RATE ORIGINAL RECEIPTS REQUIRED (1)
Room At actual cost (single rate) Itemized receipt from hotel or motel (single occupancy)
Suite or Conference Room At actual cost Itemized receipt and statement of its use

Meals (2)

Transportation

TYPE OF EXPENDITURE REIMBURSEMENT RATE ORIGINAL RECEIPTS REQUIRED
Personal car-miles (5) 55 cents per mile for travel on or after January 1, 2012 None
51 cents per mile for travel on or after January 1, 2011 None
50 cents per mile for travel on or after January 1, 2010 None
55 cents per mile for travel on or after January 1, 2009 None
Mileage-vicinity travel 55 cents per mile for travel on or after January 1, 2012 Itemized separate from enroute miles
51 cents per mile for travel on or after January 1, 2011 Itemized separate from enroute miles
50 cents per mile for travel on or after January 1, 2010 Itemized separate from enroute miles
55 cents per mile for travel on or after January 1, 2009 Itemized separate from enroute miles
Bridge and toll road Full Reimbursement None
Driving extra car Split of single car reimbursement None
Lansing airport (6) 55 cents per mile for travel on or after January 1, 2012 None
51 cents per mile for travel on or after January 1, 2011 None
50 cents per mile for travel on or after January 1, 2010 None
55 cents per mile for travel on or after January 1, 2009 None
Plane, train, bus, ship (7) Lowest round trip fare Commercial carrier's original receipt
Airline baggage Up to 2 checked bags Commercial carrier's original receipt if over $25
Taxi/Limousine Actual Cost Receipt required if $75 and over
Taxi/Limo Tips up to 20% of actual fare None
University vehicle Gas, repairs and towing (no mileage) Receipt for payment made
Rental vehicle (8) Mid-size class rate Itemized receipt from rental agency
Private plane Lowest of round trip airfare or car mileage None
Parking - private or MSU car $25 and under Itemized, no receipt required
over $25 Itemized with receipt

Other

TYPE OF EXPENDITURE REIMBURSEMENT RATE ORIGINAL RECEIPTS REQUIRED
Conference expenses (9) Full reimbursement Receipts & conference fee detail required
Telephone and telegram Actual Cost Date of call, name, business affiliation and location of person contacted
Travelers checks Actual cost/Intl only Receipt required
Miscellaneous $25 and under Itemized, no receipt required
Over $25 Itemized with receipt
Limited Reimbursement Determined prior for an amount less than anticipated expense Same as listed above

(1) Original itemized receipts for lodging must be attached to the Travel Reimbursement Worksheet or Travel Advance Reconciliation to the Disbursement Voucher (DV) or Distribution of Income (DI), and must include the following: Traveler’s Name, Hotel Name and Address, Check-in and Check-out Dates or Dates of Stay, Total Paid or Amount Charged, Confirmation Number.

(2) Reimbursement at Domestic Meal Per Diem Rates is provided when the traveler is lodged overnight.  For all locations in Canada and Mexico, use the Foreign Per Diem Rates.

(3) MSU staff members who entertain guests may also receive reimbursement in excess of the maximum allowance if (a) entertainment of guests is a part of the approved purpose of the trip, (b) on-campus facilities are used if possible, (c) reimbursement excludes alcoholic beverages, (d) receipts, names and business affiliations of guests are provided, and (e) tips are limited to 20%.

(4) In cases involving grants and contracts, the Office of Contract and Grant Administration should be consulted in order to determine whether this expense is reimbursable.

(5) Personal car mileage is taken from MapQuest and Tripmaker which assumes that travel is to the center of the city to which you are going. If your destination is not located at the center of the city, be sure to report the destination and the mileage difference as vicinity travel on a separate line of your Travel Voucher. Since the University does not reimburse mileage for commuting, mileage must be computed to and from the point of employment.

(6) Reimbursement for two round trips to and from the Lansing airport. Reasonable taxi fare is allowed to/from the Lansing airport not to exceed $25.00 each way.

(7) Supporting documentation for airfare, whether direct billed or purchased out of pocket, must include the following information: Passenger Name, Proof of Payment, Amount Paid, Ticket or Confirmation Number, Issuing Airline or Website Provider, Class of Service, Origin and Destination, Dates of Air/Rail Travel, Flight Numbers, and Airline Operating the Flights (for verification of Fly America Act compliance on federally funded international flights).

(8) CDW/LDW and Liability Waiver costs are not reimbursable for domestic car rentals.

(9) Conference registration fees must be paid in advance via MSU Purchasing Card (or Disbursement Voucher (DV) only if card not accepted).

(10) The purchase of insurance to cover travel interruption, cancellation, baggage, or any other travel related insurance is considered a personal expense and is not reimbursable by Michigan State University.