SECTION 70: Travel Regulations

Travel by University personnel should be in support of a specific program of instruction, research or public service, or more general programs of professional improvement or University operations. Decisions regarding the use of travel funds will be made by the individual units of the University. Travel policies, procedures, regulations and reimbursement rates apply to all University travel regardless of source of funds.  University business travel is defined as any travel paid for, whether in advance or through reimbursement, out of an MSU account, including grant and agency accounts.  This policy also applies to non-MSU employees whose travel is paid for by the University (e.g. recruits, speakers, consultants, and other MSU guests).

When travel is funded by a grant, contract, or sponsored program, the use of travel funds will be governed by the more restrictive of either grant, contract or University policies (e.g., Fly America Act or different per diem rates).

All employees, persons who are invited to the University or who are asked to travel for the University, graduate students and undergraduate students employed by the University or representing the University in intercollegiate athletics, scholastic or music competitions and other sanctioned University events are eligible to travel. Requests for exceptions must be made in writing and sent to the Controllers Office, 370 Administration Building.

Nonresident alien travelers must have appropriate visa status to permit University payment or reimbursement of documented travel expenses for travel within the U.S. Those entering the U.S. with a B2 visa status may have their travel expenses either reimbursed by the University or paid on their behalf only if they are in conformance with the limitations imposed by the Immigration and Naturalization Service. Persons requesting reimbursement who are in the U.S. under a B2 visa status must provide a completed MSU form "Certification for International Visitors Entering the U.S. With B1/WB1 or B2/WB2 Visa Status" (Exhibit 77-D).

1. All travel must be authorized or approved in advance of departure. Each traveler must have a separate authorization which includes all funding sources.
2. Employees should complete the emergency contact information as requested in Section E of the Travel Authorization and Emergency Contact form, prior to their trip. In the event this information is not completed, the college/major administrative unit will be responsible for all costs incurred while resolving any travel related emergency situation involving faculty, staff, temporary or on-call employees. These costs may include, but are not limited to, legal fees, worker’s compensation, and phone costs. In addition, the International Studies and Programs (ISP) office maintains a database for faculty and staff traveling abroad, but not currently involved in a study abroad program. This system is called the Travelers Database. Please contact Julie Friend at friendju@msu.edu for sign in and password, which are required to access the database. For those involved with a Study Abroad program, a separate database is managed by the Study Abroad office. Emergency Contacts are also collected in their database.
3. Someone administratively senior to the traveler must sign the Travel Authorization and Emergency Contact Form in advance of the travel.  *NOTE:  Travel advance requests and travel voucher reimbursements require the Unit Administrator or Designated person's signature.
4. Foreign travel authorizations must be approved by the Office of Contract and Grant Administration if the travel is funded by a grant or contract under account numbers 61-0000 through 61-9999, if applicable.
5. University employees are responsible for travel cost for both domestic and foreign travel and must request reimbursement via the Travel Voucher using original receipts.  Eligible University business travelers are offered the option to have airline and rail ticket purchases directly billed to the University when booked through Tower Travel or Passageways Travel.  Business travelers may call these agencies to utilize direct billing.  Airfare may be direct billed up to 120 days prior to trip departure.  Travelers may charge airfare/rail tickets to multiple MSU account numbers if desired.  The MSU business traveler must provide the travel agent with a valid account number and travel object code at the time of reservations.  A combination trip of business and leisure air travel cannot be direct billed to the MSU account number.  Direct billed airfare/rail charges will be expensed monthly on the respective departmental fund ledger reports.  Airfare for non-University personnel may be prepaid by utilizing airfare/rail direct billing through the funding department or by Direct Payment Voucher.
6. As a general policy, expenses attributable to spouse travel are not reimbursable. Prior approval for specific trips or a series of trips with the same function must be obtained from the MAU head, the Provost, and the Vice President for Finance and Operations. In order to be approved, these situations must meet the bona fide business criteria provided for by IRS regulations and may result in taxable income.
7. The "Purpose of Travel" portion of the Travel Voucher must be complete.
8. Reimbursement is generally limited to actual cost of business related expenses, except for mileage and per diem meals. All meals are limited to those not prepaid in registration or conference fees.
9. Sabbatical leave travel can be approved if a travel plan related to the sabbatical leave assignment is submitted.
10. Conference registration fees must be paid in advance using the MSU MasterCard Purchasing Card whenever possible.  If the MSU Purchasing Card cannot be used because the conference registrar will not accept it, or because the registration amount exceeds the MSU Purchasing Card transaction dollar limitation, a Direct Payment voucher must be used.  This direct payment voucher must detail the attendee, date, and location of the conference.  Travel vouchers submitted for conference-related travel must include copies of the conference agenda/materials (documentation specific items, such as meals, lodging and shuttle included in conference fee).  Indicate "no meals included" if applicable.
11. Cancellation - When a trip is canceled the traveler must immediately notify the Preferred Travel Agency that issued the ticket.  For tickets issued on a discounted fare, the airlines will generally not refund the cost of the ticket,  but may allow the value to be placed against future travel (minus an administrative fee).  The traveler should inquire of the Preferred Travel Agency about using the ticket in this manner.  Service fees incurred in the normal course of doing business are reimbursable.  Fees incurred by the traveler through negligence, personal choice, or carelessness of the traveler are not reimbursable.

The MSU Travel Program is designed to provide improved service to faculty and staff who travel on University business while simultaneously reducing costs. The travel office coordinates the Corporate Card program and works closely with the Preferred Travel Agencies. Questions about MSU's travel policies and procedures, feedback on travel vendor contracts and performance, reimbursements, direct billing of airfare, MSU's corporate card, cash advances, and day-to-day travel related issues should be directed to:

Faculty, Administrative Professionals and Clerical Technical who are expected to travel at least once per year on behalf of the University are eligible to apply for a Corporate Card.  Applications are available on the University Travel Office Corporate Card internet site.

MSU utilizes GE MasterCard to provide corporate card travel services to University travelers.  Individual credit cards are issued to eligible employees who travel on behalf of the University.  The card is restricted to business travel purchases only, has no annual fee and payments are due in full at the end of each month from the cardholder.  An application form may be downloaded (from the University Travel Office Corporate Card internet site) completed by the traveler and submitted for electronic approval and processing.  An ATM cash advance feature  is available to faculty and staff  with the GE MasterCard.  When MSU business travelers purchase transportation from any Preferred Travel Agency using either the Corporate Card or direct billing, they will automatically be insured for $500,000 per ticket at no extra cost to the traveler.

Each of the University's Preferred Travel Agencies is a full-service agency offering Michigan State University business travelers and travel arrangers "One Stop Shopping" and can be accessed via the MSU Travel Portal.

1. Tower Travel Management
   

   Tower Travel Management
   Address:  53 Ogden Avenue, Clarendon Hills, IL  60514
   Phone: 517-355-0255 or 866-658-4228
   Fax:  630-954-3008
   After Hours Emergency Number at an additional cost: 866-658-4228
   OnLine Solutions: 630-928-7090
   Email:  onlinesolutions@towertravel.com

2. Passageways Travel
   

   Passageways Travel
   Address:  3032 Lake Lansing Rd, East Lansing, MI 48823
   Phone:  517-353-9898 or 800-684-7384
   Fax:  517-432-7400
   After Hours Emergency Number: 800-684-7384 (Member ID:9NO)
   eServices:   866-838-6182

Eligible University business travelers are offered the option to have airline and rail ticket purchases directly billed to the University when booked through the Preferred Travel Agencies.  Business travelers may call either of the Preferred Travel Agencies or book airfare/rail through the MSU Travel Portal to utilize direct billing.  Travelers may charge airfare/rail tickets to as many as 3 MSU account numbers if desired.  The MSU business traveler must provide the travel agency with a valid account number, unit code, and travel object code at the time of reservation.  A combination trip of business and leisure air travel cannot be direct billed to the MSU account number.  Direct billed airfare/rail charges will be expensed monthly on the respective departmental fund ledger reports.

Hotel and car rentals should be paid for by the traveler.  Reimbursement request with original receipts should be submitted on the Travel Voucher after the trip.

Travel Arrangers and anyone traveling on Michigan State University business who wishes to have their airfare/rail billed to a MSU account number must complete a Profile on the MSU Travel Portal. The Portal is accessible only to current University employees; therefore, travel arrangers will need to build profiles for non-employee travelers. Any updates need to be made to the profile on the MSU Travel Portal.

1. In-state travel is defined to include travel for which the destination is within the state of Michigan.
2. Out-of-state travel is travel for which the destination is outside the state of Michigan but within the United States, including Alaska, Guam, Hawaii, Puerto Rico, and the U.S. Virgin Islands.
3. Student Field Trips - see the Manual of Business Procedures, Section 25.
4. Conference registration fees must be paid in advance using the MSU MasterCard Purchasing Card whenever possible.  If the MSU Purchasing Card cannot be used because the conference registrar will not accept it, or because the registration amount exceeds the MSU Purchasing Card transaction dollar limitation, a Direct Payment voucher may be used.  This direct payment voucher must detail the attendee, date, and location of the conference.  Travel vouchers submitted for conference-related travel must include copies of the conference agenda/materials (documentation specific items, such as meals, lodging and shuttle included in conference fee).  Indicate "no meals included" if applicable.

All employees, persons who are invited to the University or who are asked to travel for the University, graduate students and undergraduate students employed by the University or representing the University in intercollegiate athletics, scholastic or music competitions and other sanctioned University events are eligible to travel.  Requests for exceptions must be made in writing and sent to the Controllers Office, 370 Administration Building.

Nonresident alien travelers must have appropriate visa status to permit University payment or reimbursement of documented travel expenses for travel within the U.S. Those entering the U.S. with a B2 visa status may have their travel expenses either reimbursed by the University or paid on their behalf only if they are in conformance with the limitations imposed by the Immigration and Naturalization Service. Persons requesting reimbursement who are in the U.S. under a B2 visa status must provide a completed MSU form "Certification for International Visitors Entering the U.S. With B1/WB1 or B2/WB2 Visa Status" (Exhibit 77-D).

1. All travel must be authorized or approved in advance of departure.  Each traveler must have a separate authorization which includes all funding sources (Exhibit 70-D).
2. Someone administratively senior to the traveler must sign the Travel Authorization and Emergency Contract in advance of the travel (Exhibit 70-D).  *NOTE:  Travel advance requests and travel voucher reimbursements require the Unit Administrator or Designee's signature.
3. Foreign travel authorizations must be approved by the Office of Contract and Grant Administration if the travel is funded by a grant or contract under account numbers 61-0000 through 61-9999, if applicable.

1. Before departure, the Travel Authorization and Emergency Contact (Exhibit 70-D.) should be submitted to and approved by the Unit Administrator or their designee.  The form provides evidence that the traveler is on University business and may be critical in the event of an insurance claim, worker's compensation claim or other litigation.  The completed original Travel Authorization and Emergency Contact should be maintained in the respective department.  The Travel Authorization and Emergency Contact form does not authorize travel related to Outside Work for Pay. This template as well as the other travel related forms is found on MSU's Travel internet site.
2. Employees should complete the emergency contact information as requested in Section E of the Travel Authorization and Emergency Contact form, prior to their trip. In the event this information is not completed, the college/major administrative unit will be responsible for all costs incurred while resolving any travel related emergency situation involving faculty, staff, temporary or on-call employees. These costs may include, but are not limited to, legal fees, worker’s compensation, and phone costs. In addition, the International Studies and Programs (ISP) office maintains a database for faculty and staff traveling abroad, but not currently involved in a study abroad program. This system is called the Travelers Database. Please contact Julie Friend at friendju@msu.edu for sign in and password, which are required to access the database. For those involved with a Study Abroad program, a separate database is managed by the Study Abroad office. Emergency Contacts are also collected in their database.
3. For persons who travel in-state on a regular basis for the same purpose which is within the prescribed scope of their duties or when several related in-state trips are to be made by the same person during a short period of time, only one authorization is  necessary.  The Travel Authorization and Emergency Contact (Exhibit 70-D) or authorization letter should outline the reasons and extent of the authorization of the trips.
4. Non-University personnel invited to Michigan State University or asked to travel for the University need to have the Travel Authorization and Emergency Contact (Exhibit 70-D) completed and approved prior to travel. "The Michigan State University Travel Accident program is designed to provide insurance while traveling on official University business or an approved activity."  (Please see item V., D. in this section for details).
5. If reimbursement is requested, a Travel Voucher (Exhibit 70-E) must be completed.  The Unit Administrator or their designee must sign the Travel Voucher as the person responsible for the account being charged.  A copy of the approved Travel Authorization and Emergency Contract (Exhibit 70-D) should be attached to the Travel Voucher.  The Travel Voucher should be submitted to the MSU Voucher Processing Office (360 Administration).

1. Common Carrier
   1. When choosing a common carrier, time en route should be a factor.
   2. Taxi or limousine services incurred in connection with authorized travel by common carrier are reimbursable. Taxi expenses are allowable for travel related to business. For example, taxis between hotel and airport are allowable; taxis from hotel to a restaurant to eat a meal, or taxis for sight-seeing trips are not allowable.
   3. When travel is by ship or rail, the fare may not exceed the cost of the lowest available airfare. Time en route for the traveler to be away from his/her duties should be measured against travel time by a commercial air carrier.
   4. Air travel must be at the lowest logical (considering cost and time) available airfare, which is defined as travel (a) in coach or economy class, unless a Preferred Travel Agency certifies non-availability, and (b) via the most logical and efficient route taking into consideration the business traveler's objective and airline penalties and restrictions.
      
      First or business class domestic travel for medical reasons is allowed on an exception basis when a separate written justification is approved prior to booking by the dean, separately reporting director, or equivalent level or above University official.  Business class travel may be allowed with prior written approval from Dean or Director for international travel flights exceeding five hours in duration.
   5. Employees are not required to accept 100% nonrefundable airfares as a condition for meeting the lowest fares, and refusals to accept flights on which the lowest fares are completely nonrefundable will not be considered as coded refusals for management reporting purposes.
   6. Travelers may travel on weekends, utilizing excursion fares, if the cost savings for the fare exceeds the additional lodging and per diem costs. This must be documented on the Travel Voucher.
   7. University employees are responsible for travel costs for both domestic and foreign travel and must request reimbursement via the travel reimbursement voucher using original receipts. Airfare for non-University personnel may be prepaid by utilizing airfare/rail direct billing through the funding department or by Direct Payment Voucher.
2. Preferred Travel Agency Air Policies
   1. Travelers will be provided the lowest available fare for the requested arrival or departure time. If arrivals are not available within the traveler's parameters, an alternative schedule will be offered to provide maximum cost savings with minimum time inconvenience for the traveler.
   2. University travelers may be offered the lowest airfare on departures from Lansing, Detroit, Flint, and Grand Rapids (or any major commercial airports within 100 miles of their primary office or residence).
   3. When changes in travel plans require either cancellation or revision of airline tickets, the preferred travel agency is to be notified immediately so that alternate arrangements can be made. Changes to flight reservations while en route, which do not require airfare changes, may be made directly with the participating airline. If a fare change is required, however, the University traveler must use the agency-provided toll-free telephone reservations number (printed on the traveler's itinerary) for either domestic or international travel.
   4. Unused tickets should be returned immediately to the travel agency for a possible refund. If no refund is possible, call the University Travel Office for other options.
   5. When prepaid tickets for non-MSU employees are not picked up at the airport counter, the sponsoring University employee should notify the preferred travel agency within forty-eight (48) hours. The preferred travel agency will then request authority to refund the prepared ticket advice (PTA) from the issuing airline and process the refund. Prepaid ticket service charges are NOT refundable from the airline.
   6. MSU departments may establish an account with the preferred travel agency for non-MSU persons traveling on behalf of the University. This will enable the department to make the travel arrangements for the traveler and have the tickets delivered to the MSU department office. The department can send the tickets directly to the non-MSU person by using overnight delivery services (for available services call University Stores at 355-1700).
3. Private Car
   1. Reimbursement for transportation by private car is generally authorized only:
      1. When common carrier services are not available without undue loss of time.
      2. When two or more persons are eligible for similar authorized travel and their riding together would mean a savings to the University. Employees should be encouraged to drive together on authorized travel.
      3. When use of a car will permit the traveler to perform his/her duties more effectively.
      4. When it will cost the University no more than common carrier, i.e. lowest available discount airfare. The authorizing department should determine the lowest cost alternative by comparing the total cost of mileage, meals and lodging en route to be claimed by the traveler, against the lowest available discount airfare (according to the preferred travel agency). The dollar value of work hours lost while en route should also be factored into the cost of automobile travel. Cost comparison of flying versus driving may be done utilizing the Airfare Equivalency Worksheet (ex70-C2).
      5. When the use of a private vehicle will not require the traveler to be away from his/her duties for a substantially longer period than travel by common carrier.
   2. Expenses for gasoline, repairs, towing, etc. are included in the mileage allowance. Expenses for parking, storage, tolls and ferries are separately reimbursable. See Reimbursement Chart (Exhibit 70-A) for one-way mileage.
4. Rented Vehicles
   1. Under certain circumstances, the use of a rental car may be necessary. The business purpose for use of a rental car must be clearly documented on the travel reimbursement voucher. Justification for the expense of car rental as compared with transport by common carrier must be documented (based on comparable total cost, availability and functionality for the intended business use). Many rental car agencies will give a discount or offer "specials" to employees upon presentation of University identification. Rental cars should be mid-size or smaller class when available.
      1. The term "common carrier" in this context is intended to mean conveyance such as taxi, limousine, shuttle, courtesy shuttle or commercial airline. Other common carrier such as intra or inter city bus, subway or passenger train are certainly appropriate (and reimbursable) but need not be compared with car rental as viable options.
      2. Car rental expenses are only reimbursable if necessary to conduct University business and when justified (as in 4.a. above). Travel to/from restaurants to take meals is deemed to be personal rather than business according to the Internal Revenue Service Regulations and the Federal Travel Regulations. Travel for sightseeing or similar purposes is personal.
      3. For University business purposes, if ground transportation is only required to travel between the airport and the work site (e.g. conference location), travelers must inquire into the availability of common carrier before incurring the cost of a rental car. Most airports are adequately serviced by taxi or shuttle. Many hotels also offer courtesy shuttle service for their guests.
   2. When traveling by rental car, car rental costs and time constraints should be considered.
   3. Travelers should refill the gas tank of the rental car prior to returning the vehicle. Receipts should be retained for reimbursement purposes. Travelers should NOT purchase fuel service options offered by the rental companies as these services are not cost efficient. Fuel service option costs are only allowed on an exception basis when separate written justification is approved by the dean, director, or equivalent separately reporting position.
   4. Global Positioning Services (GPS) are not reimbursable by Michigan State University. University Travelers should utilize MapQuest or similar websites, maps, or directions provided by the traveler’s destination(s).
   5. The Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) is not reimbursable by the University. Employees have two options for coverage while driving rental automobiles. Their personal automobile insurance policy may include CDW or LDW coverage when renting automobiles or they may utilize the vendor under contract with the Big Ten which includes this coverage in their rate. Refer to the University Travel office internet site referencing the Big Ten contract for rental vehicle details. While visitors are reimbursed for automobile rentals, they should be encouraged to check their personal coverage or corporate contracts for Loss Damage Waiver and liability coverage to avoid additional costs to MSU.
   6. Liability coverage. Personal automotive liability policies normally provide liability coverage while driving another vehicle. The University will not reimburse employees for liability insurance costs. Because of unique laws in foreign countries, complications in settling claims and personal policy restrictions, it is recommended that travelers be instructed to buy the liability insurance in all areas except the United States and Canada; the University will reimburse for this expense.
5. Preferred Travel Agency Car Rental Policies
   1. Travelers will be offered car rental reservations at discounted corporate or specially-negotiated rates.
   2. Rental cars will be confirmed through the preferred travel agency reservation system and confirmation information will be printed on the travel itinerary. The Preferred Travel Agency will provide the traveler with the name of the rental agency, pick-up date, pick-up city, and confirmation number for the rental.
6. University-owned Vehicles
   1. Travel over 500 miles one way must be approved in advance by the Office of Planning and Budgets. Within the limits of availability and the criteria outlined under Private Car above, University-owned vehicles may be used for any authorized travel. University-owned vehicles may not be used by student clubs, student organizations, non-University groups, or by employees engaged in private consulting.
   2. Procedures
      1. If the vehicle is a departmental vehicle and the trip is local or is short enough so that no request will be made for subsistence, approval for travel may be handled by "signing out" and "signing in" in a record book in the department office. If a request for subsistence will be made, the Travel Voucher form should be completed.
      2. If a Motor Pool vehicle is requested, the completed authorization part of the Travel Authorization and Emergency Contact (Exhibit 70-D) serves as a vehicle request as well as authorization for the trip. It does not, however, guarantee that a vehicle will be available. Priority decisions with respect to vehicle requests will be made by the Manager of Automotive Services.
   3. For further information on Motor Pool policies, see Section 245 of the Manual of Business Procedures.
7. Charter Air Service
   1. Charter air service may be authorized when it reduces travel costs and travel time. This must be documented on the Travel Voucher.
   2. Reimbursement for private qualified aircraft travel will be made on the basis of personal car mileage or commercial airfare; whichever is less.
   3. Approved charter/aircraft companies may be used when a pre-approved AIRCRAFT/CHARTER COMPANY QUALIFICATION FORM is on file in the Risk Management Office.

1. General Information
   1. Lodging rooms should be single rate with hotel or motel original receipt.
   2. If two or more MSU travelers share a room, request individual room receipts, if available. If not, submit the reimbursement vouchers together for processing.
   3. If the other occupant(s) who shares a room is not an employee, request the single rate be noted on the receipt.
   4. If lodging is complimentary (e.g. staying with family, friends, etc.), documentation is required in order to pay per diem. The traveler should indicate date(s) of lodging, address of lodging, and name of lodging provider.
2. Preferred Travel Agency Hotel Policies
   1. Travelers will be offered the lowest rack rates for all lodging reservations. In addition, the preferred travel agency will use corporate, consortium, or University-negotiated discounts, where appropriate, in order to obtain any available lower rate for a standard room at a requested property.
   2. Travelers not requesting a specific lodging property and travelers who may request a specific property which is not available for their desired travel dates may be offered at least two (2) choices of hotels, by either comparative cost or by requested location (e.g. near airport, convention center, downtown, etc.).
   3. When obtaining lodging reservations for the University traveler, the preferred travel agency will provide the traveler with the hotel address, telephone number, per diem rate, and reservation confirmation number.
   4. University travelers will be offered the MSU Traveler Preference Profile Forms in order to notify the preferred travel agency of travel preferences. The preferred travel agency will then be required to maintain all information, including travelers' hotel preferences, in a computer-stored personal account record (PAR).
   5. Room guarantees and deposits, not required by hotel policy, will only be made at the request of the University traveler and will be the responsibility of the traveler. The University will not be liable for any financial arrangements made for individual travelers.
   6. Cancellations for lodging reservations will be the responsibility of the traveler. For their own protection when canceling guaranteed reservations, the traveler should make note of the name of the person through whom the cancellation was made.
3. Lodging arranged via the Internet
   1. If a purchase is made on the internet, the receipt obtained must conform to the same standards as a receipt obtained in a face-to-face transaction (i.e. it must contain the details of what was purchased, the cost, and proof of payment).  If any of these attributes are not presented or lacking, additional documentation will be required.  For example, if a web receipt does not indicate proof of payment, you will also need to submit a credit card statement showing the purchase was made (any other personal data on the statement should be redacted for privacy purposes).
   2. For the reimbursement of hotel expenses purchased on the internet, if possible, obtain a detailed lodging receipt.  In the absence of a detailed lodging receipt, please submit the detailed web receipt and a copy of the credit card statement that lists the hotel charge.  Also, independent documentation that proves a person stayed in the location is required such as restaurant receipt, taxi receipt or conference agenda.

1. Travel reimbursements will be based on travel by the usual direct route for the authorized mode of travel. If the traveler plans to use a less direct route or more expensive mode of travel than authorized, bearing the extra costs him/herself, these plans should be noted on a separate sheet attached to the Travel Voucher.  Additional cost resulting from stops for personal reasons will not be reimbursed.
2. Claims for reimbursement of expenses incurred with the use of University vehicles must be supported by receipts.

3. Ideally, travelers would submit airline passenger receipts, which are and will continue to be available on airline websites and kiosks. Additionally, other documents such as electronic invoices, credit card statements, credit card charge detail, itineraries, or a combination that would fulfill the requirements listed below:

   1. Passenger Name
   2. Form of Payment
   3. Flight Numbers
   4. Amount Paid
   5. Dates of Travel
   6. Ticket Number or Confirmation Number
   7. Issuing Airline or Website Provider
   8. Proof of Payment
   9. Origin and Destination
   10. Class of Service
   11. Airline Operating the Flights (for Fly America Act compliance on federally funded international flights)

   These requirements apply to all airline tickets whether direct billed or reimbursable, domestic or international travel. In addition, receipts would be required for tickets that were exchanged or issued as the result of an exchange.

4. The University does not reimburse for meals taken while not in overnight travel status -- travel to an out-of-town meeting and return on the same day.
5. The following persons are eligible for reimbursement:
   1. Employees of the University.
   2. Persons who are invited to the University (for lectures, consulting, recruiting, etc.) or who are asked to travel for the University. Meals and lodging furnished to guests in the local area and charged to University accounts must be furnished by on-campus facilities when available.
   3. Graduate students. University general funds may not be used for travel to collect data primarily for theses and/or dissertations.
   4. Undergraduate students employed by the University or representing the University in intercollegiate athletics, scholastic or music competitions and other sanctioned University events.
6. Rates of Reimbursement

   See Reimbursement Chart (see Exhibit 70-A) for rates of reimbursement and listing of receipts required. The unit administrator may authorize an amount less than full reimbursement.

7. Reimbursement for Nonrefundable Air Tickets

   When changes in travel plans require cancellation or revision of airline tickets, the reason for the change must be documented on the voucher.

   1. If an employee is unable to travel because of illness on the dates originally ticketed, or if an employee had an illness within his/her immediate family (spouse or children) on the dates originally ticketed, the employee is eligible for departmental reimbursement.
   2. If an employee had a death in his/her family on the dates originally ticketed, MSU will follow the Human Resource Policies and Procedures Funeral Policy to determine whether the employee is eligible for departmental reimbursement.
   3. If the Unit Administrator requests the employee to be performing other duties on the dates originally ticketed, the employee is eligible for departmental reimbursement.
   4. When the scheduled MSU reimbursed trip is not taken, the nonrefundable airline ticket still has a "value" and should not be discarded. Call the University Travel Office for procedures to follow to apply this value to future reimbursed travel.

8. Reimbursement for Tips

   1. Tips for taxi or limousine service (not to exceed 20% of cost) are reimbursable.
   2. Tips for business meals are reimbursable up to 20% of the meal cost. A restaurant receipt must be provided. Documentation must include the name(s) and business affiliation(s) of business guests (for whom the meal was purchased) and the business purpose of the meal expense.
   3. Tips for individual meals are not separately reimbursable; these tips are provided for as a part of meal per diem.
   4. Tips for lodging limited to $6 per occupancy (not per night) are reimbursable.
   5. Tips for personal baggage handling are not reimbursable except as specified in item d. directly above. Tips for baggage handling of excess accompanied business baggage (referred to hereafter as "excess business baggage") are separately reimbursable as follows:
      1. For the purpose of this policy, "business baggage" is defined as non-personal, project materials such as computers, equipment, manuals, reports, office supplies, etc. "Excess business baggage" is defined as business baggage in excess of the travel industry standards set forth for weight, size, or number of pieces by transportation companies.
      2. The amount reimbursable for baggage handling tips is actual out-of-pocket cost limited to $1 per bag or box of "excess business baggage." Reimbursable tips for "oversize business baggage" is limited to actual out-of-pocket cost limited to $3 per box or trunk per handling. Handling is reasonably anticipated at each link between origin and destination requiring the traveler to personally transfer the baggage.
      3. "Excess business baggage" must be documented (content/business purpose) if related transportation cost or tip expense is submitted for reimbursement. In addition, "oversize business baggage" must be separately documented when reimbursement related to its transportation/handling is requested.
      4. For Federally-sponsored project activities, some granting agencies require prior written approval for the expense of transporting "excess business baggage" and the associated tips and handling fees. If required, such prior written approval must be on file in the Office of Contract and Grant Administration.
9. Reimbursement of Baggage Fees
   1. Most U.S. airlines are assessing fees for all checked baggage. Fees dramatically escalate when the individual bag weighs more than 50 lbs., has dimensions greater than 62 inches, or is the third or more bag being checked. Typically, baggage fees are assessed by the airlines for one way travel.
      1. Travelers may be reimbursed for airline baggage fees for up to 2 checked pieces that meet the airlines’ weight standard of 50 pounds or less and dimensions of less than 62 inches.
      2. "Excess business baggage" must be documented (content/business purpose) if related transportation cost or tip expense is submitted for reimbursement. In addition, "oversize business baggage" must be separately documented when reimbursement related to its transportation/handling is requested.
      3. Airlines have allowed exemptions for travelers with elite frequent flyer status. University travelers are encourages to enroll in frequent flyer programs in order to avoid these additional fees.

1. Local travel is defined as travel within the home community of the traveler's place of employment, exclusive of on-campus travel.
2. When University business requires an employee or University representative to travel extensively in the local area, and a University vehicle is unavailable for such travel, reimbursement for expenses related to local travel may be authorized.
3. Before departure, the Travel Authorization and Emergency Contact (Exhibit 70-D.) should be submitted to and approved by the Unit Administrator or their designee.  The form provides evidence that the traveler is on University business and may be critical in the event of an insurance claim, worker's compensation claim or other litigation.  The completed original Travel Authorization and Emergency Contact should be maintained in the respective department.  The Travel Authorization and Emergency Contact form does not authorize travel related to Outside Work for Pay. This template as well as the other travel related forms is found on MSU's Travel internet site.
4. Employees should complete the emergency contact information as requested in Section E of the Travel Authorization and Emergency Contact form, prior to their trip. In the event this information is not completed, the college/major administrative unit will be responsible for all costs incurred while resolving any travel related emergency situation involving faculty, staff, temporary or on-call employees. These costs may include, but are not limited to, legal fees, worker’s compensation, and phone costs. In addition, the International Studies and Programs (ISP) office maintains a database for faculty and staff traveling abroad, but not currently involved in a study abroad program. This system is called the Travelers Database. Please contact Julie Friend at friendju@msu.edu for sign in and password, which are required to access the database. For those involved with a Study Abroad program, a separate database is managed by the Study Abroad office. Emergency Contacts are also collected in their database.
5. For persons who travel in-state on a regular basis for the same purpose which is within the prescribed scope of their duties or when several related in-state trips are to be made by the same person during a short period of time, only one authorization is  necessary.  The Travel Authorization and Emergency Contact (Exhibit 70-D) or authorization letter should outline the reasons and extent of the authorization of the trips.

1. On-campus travel is not reimbursable.
2. Local travel consistent with the criteria noted above may be reimbursed as follows:
   1. Transportation. Reimbursement will be based upon the University mileage rate. Sufficient detail should be documented on the voucher to support mileage being reimbursed.
   2. Meals. Reimbursement will not be made for meals taken in the local area except when attendance at a meal is necessary for participation in a conference or meeting. Business reasons for the exception must be stated and receipts are required in all instances.
   3. Lodging. Reimbursement will not be made for lodging in the local area. However, employees whose home offices are elsewhere in the state are eligible for reimbursement for meals and lodging in the East Lansing area. On-campus facilities must be used when available.
3. Reimbursement for local travel will continue to be made by submission of a travel voucher. As a guideline, travel vouchers for local travel should be submitted quarterly or when expenses total a minimum of $25.00.

1. Foreign travel includes travel for which the destination is outside the United States. The United States is defined to include Alaska, Hawaii, Puerto Rico, Guam, and the U.S. Virgin Islands.  Canada and Mexico are considered foreign destinations.
2. For travel supported by contracts and grants, the funding agreement must be reviewed for the definition of foreign travel.  Travel from the point of origin and return is considered part of foreign travel.  All foreign travel, including Mexico and Canada, must comply with the Fly America Act.
3. MSU employees traveling overseas on University business must provide receipts for all currency exchange transactions. If receipts are unavailable, the traveler must certify in writing that all funds exchanged have been accounted for and business expense receipts presented must equal the amount received in local currency.
4. University employees are responsible for travel costs for both domestic and foreign travel and must request reimbursement via the Travel Voucher using original receipts. Airfare for non-University personnel may be prepaid by utilizing airfare/rail direct billing through the funding department or by Direct Payment Voucher.
5. Conference registration fees must be paid in advance using the MSU MasterCard Purchasing Card wherever possible.  If the MSU Purchasing Card cannot be used because the conference registrar will not accept it, or because the registration amount exceeds the MSU Purchasing Card transaction dollar limitation, a Direct Payment voucher may be used.  This direct payment voucher must detail the attendee, date, and location of the conference.  Travel vouchers submitted for conference-related travel must include copies of the conference agenda/materials (documentation specific items, such as meals, lodging and shuttle included in conference fee).  Indicate "no meals included" if applicable.

All employees, persons who are invited to the University or who are asked to travel for the University, graduate students and undergraduate students employed by the University or representing the University in intercollegiate athletics, scholastics or music competitions and other sanctioned University events are eligible to travel.  Requests for exceptions must be made in writing and sent to the Controllers Office, 370 Administration Building.

Nonresident alien travelers must have appropriate visa status to permit University payment or reimbursement of documented travel expenses for travel within the U.S. Those entering the U.S. with a B2 visa status may have their travel expenses either reimbursed by the University or paid on their behalf only if they are in conformance with the limitations imposed by the Immigration and Naturalization Service. Persons requesting reimbursement who are in the U.S. under a B2 visa status must provide a completed MSU form "Certification for International Visitors Entering the U.S. With B1/WB1 or B2/WB2 Visa Status" (Exhibit 77-D).

1. All travel must be authorized or approved in advance of departure.  Each traveler must have a separate authorization which includes all funding sources.
2. Someone administratively senior to the traveler must sign the Travel Authorization and Emergency Contact (Exhibit 70-D) in advance of the travel.
3. Foreign travel authorizations must be approved by the Office of Contract and Grant Administration if the travel is funded by a grant or contract under account numbers 61-0000 through 61-9999, if applicable.

1. Authorization forms and policies for foreign travel are the same as in Domestic Travel. Before departure, the Travel Authorization and Emergency Contact (Exhibit 70-D.) should be submitted to and approved by the Unit Administrator or their designee.  The form provides evidence that the traveler is on University business and may be critical in the event of an insurance claim, worker's compensation claim or other litigation.  The completed original Travel Authorization and Emergency Contact should be maintained in the respective department.  The Travel Authorization and Emergency Contact form does not authorize travel related to Outside Work for Pay. This template as well as the other travel related forms is found on MSU's Travel internet site.
2. Employees should complete the emergency contact information as requested in Section E of the Travel Authorization and Emergency Contact form, prior to their trip. In the event this information is not completed, the college/major administrative unit will be responsible for all costs incurred while resolving any travel related emergency situation involving faculty, staff, temporary or on-call employees. These costs may include, but are not limited to, legal fees, worker’s compensation, and phone costs. In addition, the International Studies and Programs (ISP) office maintains a database for faculty and staff traveling abroad, but not currently involved in a study abroad program. This system is called the Travelers Database. Please contact Julie Friend at friendju@msu.edu for sign in and password, which are required to access the database. For those involved with a Study Abroad program, a separate database is managed by the Study Abroad office. Emergency Contacts are also collected in their database.
3. If reimbursement is requested, a Travel Voucher (Exhibit 70-E) must be completed.  The Unit Administrator or their designee must sign the Travel Voucher as the person responsible for the account being charged.  A copy of the approved Travel Authorization and Emergency Contact (Exhibit 70-D) should be attached to the Travel Voucher.  The Travel Voucher should be submitted to the MSU Voucher Processing Office (360 Administration).
4. Any foreign travel to be charged to contracts or grants under account number 61-0000 through 61-9999 must be approved by the Office of Contract and Grant Administration, if applicable.  These templates as well as the other travel related form are found on MSU's Travel internet site.

1. Grants, cooperative agreements, and contracts supported by the U.S. Government require that travel be on United States Flag carriers by the most direct and expeditious route and at less than first class rates.
2. Travel must be at the lowest, logical (considering cost and time) available airfare unless the travel agency certifies such classes were not available. Lowest, logical airfare for travel is defined as travel in coach or economy. Airfare costs in excess of the lowest, logical available commercial restricted airfare (such as business class) may be selected for continuing flights exceeding five (5) hours of flight time to destinations outside the contiguous United States. This exception requires written justification and documentation of the cost benefit with specific prior approval by the Provost or associate/assistant provost, a vice president or associate/assistant vice president, dean or associate/assistant dean or equivalent separately reporting position.
3. When travel is by ship, the fare may not exceed the cost of the lowest available airfare as authorized by the most direct and expeditious route. Per diem is not payable on board ship where meals and lodging are included in the fare.  For U.S. government supported projects, use of an U.S. flag ship and prior approval are required.
4. When travel is by rail, the fare may not exceed the lowest available fare and most direct, expeditious route.

1. Reimbursement for lodging and subsistence will be made on a "lodgings-plus per diem system" in accordance with the U.S. Department of State rates. Per diem rates include a maximum amount for lodging expenses and a fixed allowance for meals and incidental expenses (M&IE). Per diem is the maximum daily allowance. Foreign countries (and localities within those countries) are assigned a daily rate by the U.S. Department of State. The rates are subject to their review and are updated each month. Rate information is available from the U.S. State Department internet site or on the Office of Contract and Grant Administration and University Travel Office internet sites.
2. Lodging includes expenses for overnight sleeping facilities; baths; personal use of the room during daytime; and service charges for fans, air conditioners, heaters and fires furnished in the room when such charges are not included in the room rate. The term "lodging" does not include accommodations on airplanes, trains, or steamers. Rather, these expenses are classified as transportation.
3. Actual lodging expenses (single occupancy) are reimbursed up to the published maximum. DETAILED RECEIPTS FOR LODGING MUST BE SECURED TO VERIFY LODGING EXPENDITURES. Any foreign currency exchange rate used in computing the amount of lodging expense to be reimbursed should be noted on the travel reimbursement voucher.
4. M&IE includes all charges for meals and related tips and taxes (specifically excluded are alcoholic beverage and entertainment expenses, and any expenses incurred for other persons); all fees and tips to wait staff, porters, baggage handlers, bell staff, hotel maids, dining room stewards and others on vessels and hotel servants in foreign countries; telegrams and telephone calls reserving hotel accommodations; laundry; cleaning and pressing of clothing; and transportation between places of lodging or business and places where meals are taken.

   While baggage handling tips for personal baggage are included in M&IE and are not separately reimbursable, baggage handling tips for "excess business baggage" may be reimbursable. Consult item II., E., 8., e. above for details.

5. M&IE is computed on a daily basis with the day divided into four quarters. They are: 12:01 a.m. to 6:00 a.m., 6:01 a.m. to noon, 12:01 p.m. to 6:00 p.m., and 6:01 p.m. to midnight. (A quarter day, although reflected here as beginning one minute after the hour, technically begins one second after the stated hour.) Times of departure and arrival must be listed in order to compute the allowable amount of M&IE per diem.

   Prorating M&IE rate for partial days: When computing the M&IE per diem for a partial day, the calendar day (12:01 a.m. to midnight) is used as the basis. For each quarter day (or fraction thereof) that an employee is in travel status, one fourth of the applicable M&IE rate is allowable.

6. The applicable maximum per diem rate for each calendar day of travel is determined by the travel status and location of the employee at 12:00 midnight and whether or not lodging is required.
   1. Day travel assignment begins: If lodging is required, the maximum per diem is the actual lodging cost incurred (limited by the maximum lodging allowance prescribed by the Federal government for the location of the lodging) plus the applicable M&IE rate prescribed for the location of the lodging prorated as provided in paragraph D., 5. above. The proration of M&IE per diem commences as of the beginning of the quarter day in which the traveler leaves home.

      If lodging is not required, the per diem allowable is the destination M&IE prorated consistent with paragraph D., 5. above.

      NOTE: If a domestic layover is required upon departure, lodging and per diem reimbursement will be based upon the University policy and procedure for domestic travel.

   2. Travel days in-country (either en route or at a duty location): If lodging is required, the maximum per diem is the actual lodging cost incurred (limited by the maximum lodging allowance prescribed by the Federal government for the location of the lodging) plus the applicable M&IE rate prescribed for the location of the lodging.

      If lodging is not required, the maximum per diem is the applicable M&IE rate prescribed for the duty location, or the destination rate if the traveler is en route to a new duty location.

   3. Day of return from travel assignment: If lodging is required, the maximum per diem is the actual lodging cost incurred (limited by the maximum lodging allowance prescribed by the Federal government for the location of the lodging) plus the applicable M&IE rate prescribed for the location of the lodging.

      If lodging is not required, the maximum per diem is the M&IE rate applicable to the preceding calendar day prorated as provided in paragraph D., 5. above. The proration of M&IE terminates as of the end of the quarter day in which the traveler arrives home.

      NOTE: If a domestic layover is required upon return, lodging and per diem reimbursement will be based upon the University policy and procedure for domestic travel.

7. When lodging is furnished at no cost to the employee, the maximum per diem rate is the M&IE rate for the locality where the no cost lodging is taken. When lodging cost is paid directly by the University, the combined lodging cost plus the M&IE amount cannot exceed the published U.S. Department of State total daily maximum rate for the locality.

8. For international travel, when meals are furnished without charge, the M&IE claim should be reduced by an amount commensurate with the relative proportion that meal represents to the daily M&IE per diem allowance. The proportions are:

   Meal	Incidentals not included in Meals	Incidentals included in Meals
   Breakfast	15%	18%
   Lunch	25%	26%
   Dinner	40%	56%
   Incidentals*	20%	0%
   Full Day	100%	100%
   *If all meals are furnished without charge, incidentals are still allowable.

9. If a staff member travels by an indirect route for personal reasons, per diem will normally be paid only for the time it would take to travel by the most direct route.
10. Sample work sheets are provided (see Exhibits 70-F and 70-G) to use in computing and scheduling international travel expenses for per diem, lodging and other expenses. Use of these work sheets is not mandatory but may be useful in determining the correct travel reimbursement amounts. These work sheets do not replace the travel reimbursement voucher which must be properly completed in order to obtain reimbursement for travel expenses. Work sheets may be copied from Exhibits 70-F and 70-G.

1. An international travel scenario is included, with completed forms, to illustrate the computation of per diem and lodging expense reimbursement claims (see Exhibits 70-H, 70-I, and 70-J). NOTE: If more than one account number is to be charged and if specific travel expenses must be charged to a particular account, the various costs claimed should be marked, e.g. using an asterisk, to indicate the appropriate account.
2. In case of indirect routing for personal reasons, the extra transportation costs will be at the traveler's expense and the additional time should be charged as vacation.

3. Ideally, travelers would submit airline passenger receipts, which are and will continue to be available on airline websites and kiosks. Additionally, other documents such as electronic invoices, credit card statements, credit card charge detail, itineraries, or a combination that would fulfill the requirements listed below:

   1. Passenger Name
   2. Form of Payment
   3. Flight Numbers
   4. Amount Paid
   5. Dates of Travel
   6. Ticket Number or Confirmation Number
   7. Issuing Airline or Website Provider
   8. Proof of Payment
   9. Origin and Destination
   10. Class of Service
   11. Airline Operating the Flights (for Fly America Act compliance on federally funded international flights)

   These requirements apply to all airline tickets whether direct billed or reimbursable, domestic or international travel. In addition, receipts would be required for tickets that were exchanged or issued as the result of an exchange.

4. Itemized original receipts for lodging must also be attached to the travel voucher, along with any documentation available for verifying expenses. The U.S. dollar equivalent for expenses claimed should be listed on the Travel Voucher with a notation of the foreign currency exchange rate used.
5. Taxi expenses are allowable for travel related to business. For example, taxis between hotel and airport are allowable; taxis from hotel to a restaurant to eat a meal or taxis for sight-seeing trips are not allowable.
6. Dates and times of departure and arrival should be listed across from the amount claimed for per diem. This is necessary to establish the correct quarter-day allocation.
7. In order to expedite the processing of Travel Vouchers, the actual lodging expenses (see item D. above) should be highlighted on the lodging receipt. Other incidental expenses charged to the room are not considered lodging expenses. If actual lodging expenses exceed the published maximum, travelers should not claim the excess.

1. Travel related to overseas projects of the University. Such travel is authorized, arranged and supported through the Office of International Studies and Programs.
2. Travel by faculty members to participate as officers in international organizations. Applications for support from this fund should be addressed to the Dean of International Studies and Programs.
3. Travel supported by the International Centers and Institutes. The International Centers and Institutes may support a limited amount of foreign travel if it is essential to their operation.
4. Travel to participate in international meetings or to do research in foreign areas. Applications for support from this fund should be addressed to the Dean of International Studies and Programs.
5. Travel supported by contracts, gifts or grants from outside agencies. Reimbursement may be made for necessary foreign travel from contract, gift or grant funds provided that the agreements by which the University has accepted the funds cover such travel and that such travel does not interfere with the performance of the normal duties of the traveler.
6. Travel supported by All-University Research grants. Foreign travel may be supported by an All-University Research project to the extent that foreign travel was included in the project application and approved by the All-University Research Committee.
7. Travel supported by cost-of-education allowances. With justification, the cost-of-education allowance which has been allocated to a college or department may be used to support foreign travel by faculty or graduate students. Cost-of-education allowances are usually designated for underwriting costs and improving the quality of graduate education rather than for the benefit of an individual. They should not be used for foreign travel unless the unit has sufficient funds to meet other more urgent needs related to graduate programs.
8. Travel related to teaching courses in foreign areas. Such courses are normally in one of the following categories:
   1. Courses supported by outside agencies. Travel related to such courses is essentially the same as travel supported by gifts, grants or contracts.
   2. MSU courses taught overseas:
      1. If the revenues from off-campus credit courses in foreign areas are credited to the general fund, the corresponding expenditures for travel and teaching may be charged to the general fund.
      2. If the revenues from off-campus courses in foreign areas are credited to a revolving fund, as is normally the case for non-credit offerings, the corresponding expenditures must be carried by the revolving fund.
      3. "Courses abroad" taught by MSU faculty primarily for MSU students. If the students, or an outside agency, underwrite the cost of transporting the course to a foreign area and providing the necessary physical facilities, the regular salary of the instructor may be paid from the general fund. In addition, the University may provide operational funds to the extent that such funds would have been required had the course been taught on campus. The net cost to the University should not be greater than if the course were taught on campus.
9. Travel by persons invited to the University or asked to travel for the University may be supported by the general fund or other appropriate funds. Meals and lodging furnished to such guests while in the local area and charged to University accounts must be furnished by on-campus facilities, if available.

1. Funds made available under the All-University Research grants may be used to include foreign travel subject to the administration of such funds as indicated below.
2. Faculty wishing to use All-University Research funds to cover travel costs will be expected to apply, in addition, for such international funds as may be available from off-campus sources such as foundations and government agencies.
3. The application for international travel funds which is to be supported by an All-University Research grant should include information on points to which the individual will travel and the research which will be conducted at each point. Reimbursement will be limited to round-trip tourist fare, for MSU faculty members only, and for most direct routing, unless exceptions are made by the dean. In many instances there will be insufficient funds under All-University Research grants to cover the total transportation cost. The balance, additional travel costs, as well as other costs, are to be borne by the faculty member or other approved sources.
4. The All-University Research Project involving international travel is to be carefully screened by the respective unit administrator and the dean of the college before submission of the application to the Vice President for Research Development and Graduate Studies. With the approval of the Office of Research Development and Graduate Studies, the grant will be given a project number and an account number, which should be noted on the travel application request.

1. Purposes - The SFTF is meant to:
   1. Fund faculty participation in international congresses, meetings, and performances, or showings held outside of the United States.
   2. Supplement departmental and/or college funds available to faculty.
   3. Serve to equalize MSU units' ability to support international travel by their faculty.
2. Policies Governing the SFTF
   1. All MSU faculty are eligible for SFTF support. However, higher priority will be given to faculty appointed in the tenure system.
   2. An individual may not receive more than one SFTF award within a 24-month period.
   3. SFTF support is for faculty attendance at international congresses, meetings, performances and showings held outside the United States.
   4. Normally, SFTF support may be used for air transportation expenses from Lansing only. It cannot be used for per diem and related meeting costs.
   5. The SFTF is intended to be a source of last resort. Applicants are thus urged to first explore and secure support from other sources whenever possible, such as departmental or college funds; NSF or NIH grant monies, other grant monies, foundations, and/or personal resources.
   6. The SFTF is intended to be supplemental in nature. Normally, departments and colleges must match part or all of the SFTF grant made to a faculty member. Grant funds dedicated to travel costs can be used for matching SFTF grants. Only funds allocated to offset travel costs will be considered as being matching monies; that is, funds allocated for conference fees and subsistence costs cannot be used to match SFTF grants.
   7. SFTF support may not be sought for retroactive reimbursement of travel expenses.
   8. If two or more faculty members from the same department or major academic unit apply for support to attend the same meeting, the maximum award will generally be no more than 120% of the full round trip cost for one person, to be split among the individuals in a manner recommended by the relevant unit administrator.
   9. Complete applications will be reviewed three times each calendar year: in February, June and October. The deadlines for submitting completed applications are: February 1, June 1, and October 1. The review and rating committee will review applications by the 15th of each of the applicable months. Applicants will be notified as to the decision made by the last day of each of these applicable months.
   10. The Dean of International Studies and Programs, or designee, will use the advice of the review committee to make final decisions on award recipients and levels of funding.
   11. The Dean of International Studies and Programs, or designee, will notify applicants, their Chairpersons or Directors, and Deans of the decisions made and provide information on procedures for using the award to those who received them.
   12. Individuals who receive a SFTF award are required to submit a brief report of their travel and international meeting experience on returning to MSU.
3. Procedures
   1. Interested faculty should obtain an application and guidelines from the Office of the Dean, International Studies and Programs. SFTF applicants must provide evidence of an invitation to present a competitive paper, keynote address, juried artistic exhibition, or performance in a major recital hall. Applicants anticipating receiving evidence of this kind but lacking it at the application deadline are encouraged to apply and submit the letter as soon as it is received. In such cases, reimbursement is conditioned on the submission of the letter of invitation.
   2. The application should be completed and signed by the applicant, the chair, and the dean.
   3. The original and four copies of the completed application and all attachments should be submitted to the Dean of International Studies and Programs by the appropriate deadline.
   4. Applications are reviewed three times each year. The three deadlines for submitting applications are: February 1, June 1, and October 1. Unless dictated by early deadlines for responding to meeting organizers, applications for SFTF support should be submitted as follows:
      1. Applications for meetings in March through August should be submitted by the February 1 deadline;
      2. Applications for meetings in July through December should be submitted by the June 1 deadline;
      3. Applications for meetings in November through April should be submitted by the October 1 deadline.

1. General Information

   Regular Faculty, Academic staff, Administrative Professionals and Clerical Technical of Michigan State University who are expected to travel annually on behalf of the University are eligible to be considered for a Corporate Card.  Information on how to obtain a card may be found on the Travel Office internet site.

   Travel advances cannot be obtained by one person to cover multiple individuals' expenses.

   No advance will be issued to cover conference registration fees or hotel deposit fees. Conference fees must be paid by MSU MasterCard Purchasing Card wherever possible (see item I.,C.,11. above).

   No advance will be issued for stipends, honorariums or consulting fees. 

2. MSU Faculty and Staff
   1. Travel Advances are specifically available to individuals traveling outside of the United States on Michigan State University business. Travel Advances are also available to Chief of Parties traveling domestically with non-MSU or student groups.
   2. Travel Advances are available, on an exception basis, to MSU employees traveling domestically who are newly employed by the University or can demonstrate financial hardship. A letter to either affect must be written and signed by the traveler’s Dean or Director. This letter and the Travel Authorization must be presented to Voucher Processing by the MSU employee in order to receive the advance.
   3. The minimum amount allowed for a travel advance for eligible travelers is $300. A lesser amount can be obtained ONLY if reimbursable expenses on the Travel Voucher will be $300 or more. If the travel authorization section of the Travel Authorization and Emergency Contact (Exhibit 70-D) limits reimbursement on expenditures to less than $300, the traveler is not eligible for a travel advance. Accounts are monitored for misuse of the $300 minimum. Misuse will result in loss of the privilege of obtaining travel advances.
   4. The amount of each advance is to be determined by the unit administrator. The advance is to cover reimbursable travel costs and should not exceed estimated expenditures. Any limitations on the reimbursement amount must be set by the unit prior to issuance of an advance.
   5. No advance will be made for travel to be charged against an agency account (account numbers 31-3500 through 31-4999).
   6. When a trip is canceled, for any reason, the travel advance must be repaid immediately. If the trip is rescheduled, a new Travel Authorization and Emergency Contact (Exhibit 70-D) and advance must be issued. Failure to promptly repay the advance upon trip cancellation will be considered misuse and grounds for cancellation of travel advance privileges.
   7. NO ADVANCE WILL BE ISSUED TO A TRAVELER HAVING AN EXISTING PAST DUE ADVANCE.
3. Graduate Students
   1. Graduate students are eligible for travel advances. The student must be registered for the current semester and the travel should be completed before the end of the semester.
   2. The minimum amount for a graduate student is $100.
   3. In cases where transportation reservations are made and payment is required more than 30 days in advance of the trip to insure that the reservations are at the lowest possible fare, the airfare may be direct billed to a MSU account number or a travel advance may be obtained.
   4. The amount of each advance is to be determined by the unit administrator. The advance is to cover reimbursable travel costs and should not exceed estimated expenditures. Any limitations on the reimbursement amount must be set by the unit prior to issuance of an advance.
   5. No advance will be made for travel to be charged against an agency account (account numbers 31-3500 through 31-4999).
   6. When a trip is canceled, for any reason, the travel advance must be repaid immediately. If the trip is rescheduled, a new Travel Authorization and Emergency Contact (Exhibit 70-D) and advance must be issued. Failure to promptly repay the advance upon trip cancellation will be considered misuse and grounds for cancellation of travel advance privileges.
   7. NO ADVANCE WILL BE ISSUED TO A TRAVELER HAVING AN EXISTING PAST DUE ADVANCE.
4. Undergraduate Students and Non-MSU Personnel Eligibility
   1. Undergraduate students on approved travel are not eligible for travel advances. An exception is made when a faculty or staff member is willing to be responsible for the advance. The minimum amount for an advance for an undergraduate student is $100. The student must be registered for the current semester. The faculty or staff member must accompany the student to the University Travel office and request the exception. For more information see item 5., d. below.
   2. Non-Michigan State University personnel (visiting professors, retirees, visiting research associates, community volunteers, etc.) on approved travel are eligible for advances when reimbursable travel expenses are expected to exceed $300 and the request is for at least $300. The non-employee must pick up the advance in person. When the person is not available to pick up the advance, a faculty or staff member may request an advance in their name for the non-employee. The faculty or staff member will be held responsible for the repayment of the advance. A jointly payable check to the non-MSU person and the staff member will be issued.

      In all cases in which an advance is not repaid and becomes uncollectible, the unit administrator's signature guarantees repayment from departmental funds. Delinquent advances may be reported to a credit bureau and assigned to an external agency for collection.

   3. Independent contractors conducting business with Michigan State University are not eligible for travel advances.
5. Employees Who are Eligible for a Corporate Card

   If the authorized travel is international and it can reasonably be assumed that dependence on the Corporate Card will not meet the traveler's needs, then a request for a travel advance may be made. MSU travelers on extended foreign travel who do not expect to return home before the Corporate Card bill is received should call the Travel Office for an alternate option. A travel advance may be obtained no more than 7 calendar days prior to departure unless an exception is granted for unusual circumstances. The minimum advance, based on estimated reimbursable non-transportation expenses, is $300.

6. Obtaining an Advance
   1. Travel advances may be obtained by presenting the completed and signed original copy of the Travel Authorization and Emergency Contact (Exhibit 70-D) to the Travel Advance Section of the Voucher Processing Office, 360 Administration Building. A valid student ID card or Faculty/Staff ID, along with a pictured ID is required. Office hours are 8:15 a.m. to 4:00 p.m. Monday through Friday, phone 353-4882. Graduate assistants also need to present appointment papers. The MSU ZPID Number (MSUNet ID for Students), visa status of the traveler is required.
   2. Faculty, staff or graduate students requesting an advance must do so in person. No third-party advances will be issued unless the traveler is away from the East Lansing area through the departure date. In this case, the advance will be issued as a check made payable to the traveler only and will require their endorsement prior to deposit.
   3. A non-interest bearing promissory note will be issued for each advance by the Travel Advance Section. This note specifies the repayment date. When the traveler is away from the East Lansing area and requests an additional advance, the original authorization must be presented again to the Travel Advance Section and signed for the employee by the unit administrator.
   4. A request for a travel advance of $25,000 or more must be cosigned by someone administratively higher unless the travel advance request is signed by a dean or an officer of the University.
   5. If an advance is requested for approved undergraduate student travel, the authorization part of the Travel Authorization and Emergency Contact (Exhibit 70-D) must be prepared in the name of the student(s) and a faculty or staff member responsible for the student(s). The promissory note will be issued to the faculty or staff member who may then cash it and distribute it to the student(s). The faculty or staff member will be held responsible for the repayment of the advance.
   6. Advances may be received in either of the following two ways:
      1. Cash - the promissory note may be exchanged for cash in the Cashier's Office. If exchange of the note is done by a person other than the traveler, it will be issued by check only, made payable to the traveler.
      2. Check - the promissory note for any amount may be exchanged for a cashier's check in the Cashier's Office.
7. Repayment of an Advance
   1. All travel advances are due no later than 30 days after the date the trip is completed (return date). Due dates may be extended on a case by case basis upon approval of a written request submitted to the Travel Advance Section prior to the original due date. Failure to promptly repay a travel advance may result in the traveler incurring taxable income for the outstanding amount. Repayment of the unpaid advance will remain an obligation of the traveler.
   2. If a travel advance is not paid by the due date, the amount may be deducted from the employee's payroll or stipend check. If payroll or stipend deductions are required to repay a traveler's advance, loss of the travel advance privilege may result.
   3. The unit administrator's signature guarantees repayment of a travel advance from departmental funds if the appropriate vouchers are not submitted. The advance will remain an obligation of the traveler until the completed Travel Voucher is submitted.
   4. Payments may be made in person in the Cashier's Office, 110 Administration Building, or by mail to the Voucher Processing Office, 360 Administration Building.
8. Graduate Fellow Advance
   1. A Graduate Fellow advance is available for graduate students going overseas to collect data for their doctoral dissertations under grants and contracts administered by MSU. In general, the period of travel is usually six months to one year. The advance will provide operating funds for such items as travel expenses, data collection expenses, assistant fees, clerical assistance, etc., whose costs are reimbursable under grants or contracts. The amount of the advance will normally be equal to three months estimated reimbursable expenditures where it is possible to mail replenishment vouchers back to MSU campus. The repayment date of the advance will be 30 days after the return to campus. In cases where a Fellow extends his/her travel en route to campus, the advance repayment date will be extended 30 days from the departure date from the research location.
   2. Requests for the advance should be in letter form addressed to the Director of Contract and Grant Administration. The letter should contain the following information:
      1. Name and MSUNet ID of the Graduate Fellow
      2. Dates of departure and return
      3. Research location
      4. Grant or contract account, account name, account number
      5. Amount of estimated expenditures per month by expenditure type
      6. Amount of advance requested
      7. Requested payment date
      8. Signature of unit administrator
   3. After approval, the advance may be obtained from the University Travel Office by the Graduate Fellow.
9. Cash Advance Funds - Cash advances may be obtained.  See Manual of Business Procedures Section 60.2 and Exhibit 70-M for specific information.

1. Voucher Forms
   1. If reimbursement is requested, travel expense claims should be itemized in the expense reimbursement section of the Travel Voucher (Exhibit 70-E) obtainable from the MSU Travel Office internet site.  The web form may be completed using computer spreadsheet.  Direct deposit of travel reimbursement is an option for MSU employees utilizing payroll direct deposits.
   2. Each traveler must submit a separate Travel Voucher for his/her own expenses unless the travel is team travel.
   3. Travel Vouchers may be completed via internet download and computer spreadsheet program.  The Travel Vouchers may also be typed. The complete name and address of the payee must be included. If the payee is on campus, the address must conform to requirements established by the Campus Mail Service.
2. Preparation of Vouchers
   1. Travel Vouchers for reimbursement are to be submitted to the Travel Office within 30 days after return from a trip. Additionally, Travel Vouchers should be submitted for reimbursement within the fiscal year to which they relate when practicable.
   2. Generally, reimbursements will be issued by check.  If the traveler has a "Direct Deposit Authorization"  on file in the Payroll Department, they may request direct deposit of their reimbursement to the bank account they have stipulated on their payroll "Direct Deposit Authorization" form.  Selection of direct deposit reimbursement is accomplished by marking the "Direct Deposit Requested" checkbox at the top of the reimbursement form, (available only on the Controller's Office downloadable Travel Voucher (Exhibit 70-E) located at MSU Travel Office Home page.) and providing their MSU ZPID Number (MSUNet ID for Students) in the appropriate space on the form.  The choice of either check or direct deposit method of payment is at the option of the traveler.
   3. If more than one account number is to be charged, the various costs claimed should be marked, e.g. using an asterisk, to indicate the appropriate account.
   4. The expense reimbursement section of the Travel Voucher must show detailed itemization of the travel and the type and cost of the accommodations used. If claiming expenses for business guests, give name(s) of person(s), position(s) and specific business purpose.
   5. Meal per diem will be paid only if the business trip includes an overnight stay. If an overnight stay has been required and documented, and the traveler was in travel status during an entire day, the meal per diem may be lumped together for the three meals and claimed as one amount for the entire day. For one business trip, per diem is also reimbursable for partial travel days which bracket an overnight stay. For such partial days, the per diem attributable to individual meal periods (e.g. BR, LU or DI) should be itemized on the travel reimbursement voucher.
   6. Tips for taxi or limousine service (not to exceed 20% of cost) should be listed on the left side of the voucher with other transportation expenses and labeled accordingly (e.g. Tips -- taxi). Each payment of a taxi/limousine tip should be listed adjacent to the expense for the taxi/limousine transportation. Other permissible tips should be listed on the right side of the voucher with other subsistence and miscellaneous expenditures.

   7. Ideally, travelers would submit airline passenger receipts, which are and will continue to be available on airline websites and kiosks. Additionally, other documents such as electronic invoices, credit card statements, credit card charge detail, itineraries, or a combination that would fulfill the requirements listed below:

      1. Passenger Name
      2. Form of Payment
      3. Flight Numbers
      4. Amount Paid
      5. Dates of Travel
      6. Ticket Number or Confirmation Number
      7. Issuing Airline or Website Provider
      8. Proof of Payment
      9. Origin and Destination
      10. Class of Service
      11. Airline Operating the Flights (for Fly America Act compliance on federally funded international flights)

      These requirements apply to all airline tickets whether direct billed or reimbursable, domestic or international travel. In addition, receipts would be required for tickets that were exchanged or issued as the result of an exchange.

   8. Original ticket receipts (travel agency invoices or priced online itineraries also required for international travel) and other original receipts are to be stapled to the original Travel Voucher.  If airfare has been directly billed to the MSU account number, complete the "Airfare/Rail Direct Bill" portion of the voucher (Section D).  Add the airline ticket invoice number, departure city, destination, object code, account number to be charged, and amount.  If ticket is being split between different account numbers, list each account number and amount on separate lines of Section D.  The service fee may be added but should not be included in the ticket cost.  Direct Bill airfare totals are not a part of reimbursements.
   9. Refer to the Reimbursement Chart (see Exhibit 70-A) for reimbursement rates.
   10. If the traveler's reimbursable expenses were limited to an amount less than actual, this limit amount should be clearly noted in the travel reimbursement section and below the "Total Claim" space of the Travel voucher and labeled as "Limit."
   11. The final total and the signatures of the traveler and the persons approving the claim should be on the FIRST page of the Travel Voucher. If the traveler is not an employee of the University, write "Non-MSU" in the signature block of the voucher.
   12. If it is not possible for the payee to sign the Travel Reimbursement Voucher due to the payee being out of the area or otherwise unavailable for an extended period of time, it is acceptable for the payee to sign a faxed copy of the fully completed voucher.  The signed voucher must reflect the detailed and total claim submitted on their behalf.  The departments should attach this faxed copy (marked as "COPY") to the original, which will state "Faxed Signature Attached" in the payee signature space prior to submitting the voucher for payment.

       In unusual circumstances, when the department is unable to obtain the certification of the payee either by original signature or by fax:

       1. The payee may submit an endorsement of the claim made on their behalf using e-mail.  The payee must acknowledge the business purpose, dates of travel, travel destination and voucher amount in their e-mail.  This e-mail should be printed out and attached to the original voucher, which will state "E-mail Attached" in the payee signature space.  Or,
       2. Someone administratively senior to the payee may sign in the payee signature space along with the statement "Signing for Payee."  [Please note:  By signing, the "signer" certifies that they have received verbal authorization to file the claim on behalf of the payee.]
   13. Travel Vouchers and the applicable receipts are forwarded to the MSU Voucher Processing Office, 360 Administration Building, 353-4882.  If voucher is completed on computer, please submit: (1) original voucher and (2) one copy (plus an additional copy if the travel is out of state).
   14. The Voucher Processing Office audits all Travel Vouchers. If a travel advance related to a Travel Voucher being processed has not yet been repaid, the amount of the travel advance due will be deducted from the amount owed and the difference will be refunded or billed as a balance due.
   15. After audit, the Voucher Processing Office forwards the voucher to Accounting for verification of authorized signatures and correctness of account numbers. Accounting prepares a check or direct deposit and inserts the check number or direct deposit number on the voucher.
   16. The Travel Voucher is distributed as follows:
       Original

       Retained by Accounting Office.
       Copy 1

       Sent to payee with check or Direct Deposit Notification form.
   17. The check or Direct Deposit Notification form is mailed to the payee at the address indicated on the voucher.

       If the payee has requested direct deposit of their reimbursement, the payment will be deposited to the bank account specified on their "Direct Deposit Authorization" form on file in the Payroll Department.  Their bank account will be credited two bank business days after the reimbursement is processed by the Accounting Department.

   18. Weekly Voucher Check Summary Report. Each week the Accounting Department distributes a report via Infopac that   summarizes, by account number, all checks and direct deposit issued for that week. For each transaction, the summary report indicates the payee name, check number or direct deposit number, pay date, type of voucher, account number and object code charged and the amount.

1. Employees returning from foreign or out-of-state travel, either with or without reimbursement, are required to complete "Purpose of Travel" section of the Travel Voucher.
2. Each traveler is required to provide a more specific description of the purpose of their trip (i.e. Annual Meeting of University Travel Managers.)
3. Each traveler is asked to indicate on the travel report the major purpose for which the trip was undertaken, as follows:
   • Conference Meeting
   • Recruitment
   • External Relations/Development
   • Team Travel
   • International Programs
   • Teaching/Outreach
   • Research
   • Other

1. Insurance on Vehicles - Refer to Section 35 Office of  Risk Management & Insurance in the Manual of Business Procedures.
2. Travel Accident Insurance - Please refer to Human Resources Life/Accident Insurance
3. Reporting Accidents  - Refer to Section 35 III., E  Office of Risk Management & Insurance in the Manual of Business Procedures.

1. When travel is funded under contract, gift or grant funds, all requests for authorization and reimbursement must be in accordance with the regulations of the University, or research grant or contract, whichever is the most restrictive.
2. Travel must be restricted to those who are closely associated with the contract, gift or grant. Unit administrators and deans must make sure that travel authorizations and Travel Authorization and Emergency Contact (Exhibit 70-D) clearly state the relationship of the travel to the contract, gift or grant. Expenditures disallowed for failure to conform to contract gift or grant regulations are charged against departmental or college budgets.
3. Employees whose international travel is funded by the U.S. Agency for International Development (AID) contracts must be covered by Medical Emergency Evacuation insurance through the MEDEX Assistance Program purchased from the vendor specified by AID. This requirement does NOT apply to AID Grants or Cooperative Agreements; employees traveling under these funding instruments are automatically covered by the University's Emergency Medical Evacuation insurance.

   For AID contract-funded international travel, the following procedure should be followed. At least three weeks prior to departure, an application to enroll in the MEDEX Assistance Program should be prepared and sent to the Office of Contract and Grant Administration for approval. The application should include the MSU account number to which the insurance should be charged. (Contracts which require this coverage, allow the expense to be charged to the contract.) Upon approval, Contract and Grant Administration will forward the application to the Office of Risk Management and Insurance for processing.

   Applications may be obtained from the Office of Risk Management and Insurance (5-5022).