SECTION 70: Travel Regulations - EBS

1. General Policy
   1. 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.
   2. 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).
   3. When travel is funded by a grant, contract, or sponsored program, the use of travel funds will be governed by the more restrictive of grant, contract, University policy, or state or federal regulation.
2. Eligibility

   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.

3. Travel Authorization

   Preamble: The Michigan State University Travel Accident program is designed to provide insurance while traveling on official University business or an approved activity. The purpose of the travel authorization is to document that the travel is official MSU business or an approved activity.

   1. Travel authorization is required for anyone traveling on behalf of Michigan State University.
   2. Travel authorization is required before local, domestic, or international travel.
   3. The Travel Authorization and Emergency Contact form is a template available on MSU’s Travel internet site.
   4. Travel authorization must be approved by at least one of the following: Deans (including Associate and Assistant Deans), Directors (including Associate and Assistant Directors), Chairpersons (including Associate and Assistant Chairpersons), or College/Organization-level Budget Officer/Financial Administrator. This may not be delegated.
   5. Travelers may not authorize or approve their own travel.
   6. Each traveler must have a separate authorization. The authorization is used to document that the travel is official MSU business. Exception: Group of individuals traveling the same dates, same mode of transportation, from the same origin to the same destination, may request travel authorization as a group as long as each individual traveler is listed.
   7. Local and domestic university business travel may be authorized via e-mail or by utilizing the Travel Authorization and Emergency Contact form. It is advisable that current emergency contact information be held in the traveler’s department and updated annually or as needed.
   8. Approved travel authorizations may be electronically attached to the relevant reimbursement electronic document (e-Doc). The electronic version of the approved authorization is sufficient to serve as your original record and the paper travel authorization may be destroyed once the e-Doc is in 'Final' status.
   9. For persons who travel locally or in–state on a regular basis for the same purpose which is within the prescribed scope of their duties or when several related local or in–state trips are to be made by the same person during a short period of time, travel authorizations may be issued to cover each type of travel for a period of time not to exceed the length of a semester. For example, a traveler may have a “blanket” travel authorization for local travel and a separate “blanket” travel authorization for in-state travel. The travel authorization should outline the reasons and extent of the authorization of the trips.
   10. International travel must be authorized utilizing the Travel Authorization and Emergency Contact form. This form must be completed in full.
   11. All travelers should complete the emergency contact information as requested in Section D 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. The costs may include, but are not limited to: legal fees, worker’s compensation, and phone costs.
   12. International Studies and Programs (ISP) office maintains the Travelers Database for faculty and staff traveling abroad, but not currently involved in a study abroad program. Please contact Cindy Chalou 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. Contact Information:
       
       
       Cindy Chalou, Associate Director
       Office of Study Abroad
       International Center, 427 N. Shaw Ln Rm 109, East Lansing, MI 48824-1035
       Phone:  (517) 432–4345
       FAX:       (517) 432–2082
   13. If foreign travel is funded by a grant or contract (sub-fund RC), the Office of Contract and Grant Administration must approve the travel.
   14. A Travel Authorization does not authorize travel related to Outside Work for Pay.
   15. Sabbatical leave travel can be approved if a travel plan related to the sabbatical leave assignment is submitted and approved.
4. Travel Reservations/Purchases
   1. University employees are responsible for travel costs and after travel is completed, may request reimbursement via the Travel Reimbursement Worksheet using original receipts. The Travel Reimbursement chart provides a quick guide to receipt requirements.
   2. As a general policy, expenses attributable to spouse travel are not reimbursable. Prior approval for specific trips or a series of trips, (in which the spouse's expenses will be reimbursed by MSU), with the same function must be obtained from one of the following: Deans (including Associate and Assistant Deans), Directors (including Associate and Assistant Directors), Chairpersons (including Associate and Assistant Chairpersons), or College/Organization-level Budget Officer/Financial Administrator. This may not be delegated. In order to be approved, these situations must meet the bona fide criteria provided for by IRS regulations otherwise taxable income may result.
   3. Eligible University business travelers are offered the option of having airline and rail ticket purchases directly billed to the University when booked through one of the University's Preferred Travel Agencies. Business travelers and Travel Arrangers may contact these agencies via telephone or book airfare on–line through their booking tools.
   4. Michigan State University Business Travelers are expected to obtain the lowest available fare that reasonably meets their business travel needs. Optimum pricing on airfare is typically offered 14–60 days prior to departure. Therefore, MSU travelers should purchase airfare within this purchase guideline. For international travel, the MSU business traveler or travel arranger may book up to 120 days in advance. Airfare/Rail should not be booked more than 6 months in advance. Airline ticket prices are considerably less when the traveler stays at least one Saturday overnight at the destination. The cost of staying additional nights, including meal per diem, should be compared to the cost savings.
5. University Travel Office

   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 Travel Credit 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 travel credit card, cash advances, and day–to–day travel related issues should be directed to:

   University Travel Manager
   Hannah Administration Building
   426 Auditorium Road Rm 370
   Phone:  (517) 355–5000
   Fax:       (517) 353–1706
   
6. Corporate Travel Credit Card
   1. Michigan State University employees who are expected to travel at least once per year on behalf of the University are eligible to apply for a Corporate Travel Credit Card. An electronic application form is available on the University Travel Office Corporate Travel Credit Card internet site that requires the traveler to complete and submit for electronic approval and processing.
   2. MSU utilizes American Express to provide corporate travel card services to University employees who travel on behalf of Michigan State University business. 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 Card members are expected to make payments in full at the end of each billing cycle whether or not reimbursement has been processed and received.
   3. An ATM cash advance feature is available to faculty and staff with the American Express card. When MSU business travelers purchase transportation from any Preferred Travel Agency using either the Corporate Travel Credit Card or direct billing, they will automatically be insured for $500,000 per ticket at no extra cost to the traveler.
7. Preferred Travel Agencies

   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”.

   1. 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)
      Online Support Desk:   888–615–0231
      Email:  pwayscliqbook@pways.com

8. Direct Billing of Airfare/Rail
   1. Eligible University business travelers are offered the option of having airline and rail ticket purchases directly billed to the University when booked through the Preferred Travel Agency. MSU business travelers may call the Preferred Travel Agency or book airfare/rail on-line via their on-line booking tool in order to utilize direct billing (Fees Apply). 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 and 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.
   2. Hotel and car rentals should be paid for by the traveler. Reimbursement request with original receipts should be submitted on the Travel Reimbursement Worksheet after the trip.
9. Traveler Preference Profile
   1. Travel Arrangers and MSU employees traveling on Michigan State University business who wish to have their airfare/rail billed to an MSU account number(s) must complete a direct bill application and submit it to the MSU Travel Office for approval and submission to the Preferred Travel Agency.
   2. Any updates that need to be made to profiles must be done by MSU travelers and/or travel arrangers on the booking tools supported by the preferred travel agency.

1. Local Travel
   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. MSU business travelers will not be reimbursed mileage or ground transportation between the MSU East Lansing campus and the Michigan Flyer due to their proximity to the MSU campus.
2. Domestic Travel
   1. Domestic Travel is defined as in–state travel (excluding local travel).
   2. Travel outside of the state of Michigan including Alaska, Guam, Hawaii, Puerto Rico, and the U.S. Virgin Islands.
   3. Student Field Trips — see the Manual of Business Procedures, Section 25.
3. International Travel
   1. International travel includes travel for which the destination or origin 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 international travel. Travel from the point of origin and return is considered part of international travel. All international travel, including Mexico and Canada, must comply with the Fly America Act.
   3. Costs associated with obtaining or renewing a passport, passport card, or enhanced driver's license are considered personal expenses and will not be reimbursed by Michigan State University.

1. Conference Fees

   Conference registration fees should be paid in advance using the MSU Purchasing Card whenever possible. If the MSU Purchasing Card cannot be used because the conference registrar cannot or will not accept it, or because the registration amount exceeds the MSU Purchasing Card transaction dollar limitation, conference fees may be paid via Disbursement Voucher (DV) or personally by the attendee. In either case, supporting documentation must detail the attendee, date, and location of the conference. If paid personally, conference fees will not be reimbursed until travel has been completed.

   Travel Reimbursement Worksheets submitted for conference–related travel must include copies of the conference schedule/agenda (documentation of specific items, such as meals, lodging and shuttle included in conference fee). Indicate “no meals included” if applicable.

2. Ground Transportation
   1. General
      1. Reimbursement for transportation by private car, motor pool, or rental 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.
      2. 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 reimbursable.
         1. Tips for taxi or limousine service (not to exceed 20% of cost) are reimbursable.
         2. 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.
   2. Private Car

      When it will cost the University no more than common carrier, i.e. lowest available discount airfare, travelers may choose to drive their own vehicle to their destination.

      1. 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. The dollar value of work hours lost while en route should also be factored into the cost of automobile travel.
      3. Utilizing the Airfare Equivalency Worksheet, 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).
      4. Airfare quotes must be obtained in writing from one of the Preferred Travel Agencies for the dates of travel the traveler would be required to be at their destination for MSU business purposes. Airfare quotes are calculated based upon the days of the week the traveler would have flown to their destination with a minimum 2 week advance purchase.
      5. Mileage is reimbursed from the point of employment to the destination unless driving from home is closer to the destination. Travel from home to regular place of business is considered commuting and is not reimbursable.
      6. 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 one–way mileage.
      7. Local transportation reimbursement will be based upon the University mileage rate. Sufficient detail should be documented on the voucher to support mileage being reimbursed.
   3. University Owned Vehicles
      1. 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. Individuals not on MSU business, such as family members, are not permitted to travel in University Owned Vehicles.
      3. Claims for reimbursement of expenses incurred with the use of University vehicles must be supported by receipts.
      4. 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 Reimbursement Worksheet should be completed.
         2. If a Motor Pool vehicle is requested, the completed authorization part of the Travel Authorization and Emergency Contact 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.
      5. For further information on Motor Pool policies, see Section 245 of the Manual of Business Procedures.
   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 Worksheet (TRW) or Travel Advance Reconciliation (TAR). 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 intercity 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 Section 1.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. Due to the risk factor, the rental expense for 12 – 15 passenger vans is not reimbursable.
      4. 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 one of the following: Deans (including Associate and Assistant Deans), Directors (including Associate and Assistant Directors), Chairpersons (including Associate and Assistant Chairpersons), or College/Organization-level Budget Officer/Financial Administrator. This may not be delegated.
      5. 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).
      6. The Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW), and Roadside Assistance are not reimbursable by the University. MSU business travelers have two options for coverage while driving rental automobiles. Their personal automobile insurance policy may include these coverages when renting automobiles. The Big Ten car rental agreements provide CDW or LDW when the contracts are utilized. 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, liability coverage, and roadside assistance to avoid additional costs to MSU.
      7. Liability coverage. Personal automotive liability policies normally provide liability coverage while driving another vehicle. If renting a vehicle domestically, the University will not reimburse MSU business travelers 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.
3. Air/Rail Travel
   1. Common Carrier
      1. When choosing a common carrier, time en route should be a factor.
      2. 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.
      3. 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.
      4. Optimum pricing on airfare is typically offered 14—60 days prior to departure. Therefore, MSU travelers should purchase airfare within this purchase guideline. For international travel, the MSU business traveler or travel arranger may book as much as 120 days in advance. MSU travelers may travel on weekends, utilizing discount airfares that require Saturday night lodging, if the cost savings for the airfare exceeds the additional lodging and per diem costs. Travelers may not purchase airfare/rail more than 6 months in advance.
      5. Premium Seating, “Business Select” or “Coach Choice” Premium Seating, “Business Select” or “Coach Choice” seating, on domestic or international flights, in which an airline charges an additional fee for priority security lines, early boarding, and/or preferred or reserved seating on an airplane is not reimbursable by Michigan State University.
         1. For domestic travel, the MSU business traveler must demonstrate a documented medical reason for an exception to be granted up to and including business class when a separate written justification is approved prior to booking and attached to the appropriate eDoc.
         2. 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. The traveler must demonstrate a documented business or medical reason for an exception to be granted. This separate, written justification must be approved prior to booking and attached to the appropriate eDoc.
         3. In either case, approval must come from one of the following: Deans (including Associate and Assistant Deans), Directors (including Associate and Assistant Directors), Chairpersons (including Associate and Assistant Chairpersons), or College/Organization-level Budget Officer/Financial Administrator. This may not be delegated.
      6. 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.
      7. 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 Reimbursement Worksheet or Travel Advance Reconciliation.
      8. Travelers whose primary office is at Michigan State University must compare airfare costs when choosing to travel from another location. For example, travelers should obtain for written quotes from either of Michigan State University's preferred travel agencies for travel from Lansing to Africa and from their preferred origin to Africa for the same dates of travel. Based upon these airfare quotes, the traveler would be reimbursed the lower of the two airfares.
      9. University travelers are permitted to collect and retain frequent flyer miles. Travelers are encouraged to use frequent flyer miles for business purposes or upgrades on international flights. However, MSU business travelers may not choose flights for the sole purpose of collecting frequent flyer miles. If MSU business travelers use frequent flyer miles to purchase a ticket, they will only be reimbursed the out of pocket costs or associated costs of having airline tickets issued.
   2. Preferred Travel Agency Air Policies
      1. 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. 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 airport 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 should use the agency provided toll–free telephone reservations number (printed on the traveler's itinerary) for either domestic or international travel.
      4. When a trip is canceled, the Preferred Travel Agency who booked the trip should be notified immediately for possible refund or to track the unused ticket for future use.
      5. When prepaid tickets for non–MSU employees are not picked up at the airport counter, the sponsoring University department 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. 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.
      6. When travel is by rail, the fare may not exceed the lowest available airfare and most direct, expeditious route.
   3. 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 Reimbursement Worksheet.
      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.
   4. Personally–Owned or Rented Aircraft/Flying Clubs

      Acting as a pilot or member of the crew of an aircraft is not permitted while traveling on University business. Travelers are not eligible for reimbursement when acting in any capacity other than as a passenger.

   5. Reporting of Airline/Rail Tickets
      1. 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.

         A combination of documents may be necessary in order to fulfill this requirement. Documents that may include items of information are: the airline passenger receipt, electronic receipts/invoices, credit card statements, credit card charge detail, and itineraries.

         These requirements apply to all airline tickets whether direct billed or reimbursable, domestic or international travel. In addition, if air or rail reservations are changed prior to or during the course of travel, the same reporting requirements apply for tickets that were exchanged or issued as the result of an exchange.

      2. When changes in travel plans require cancellation or revision of airline tickets, the reason for the change must be documented on the voucher.
      3. 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.
      4. 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.
      5. If the Unit Administrator requests the employee to be performing other duties on the dates originally ticketed, the employee is eligible for departmental reimbursement.
      6. When the scheduled MSU reimbursed trip is not taken, the nonrefundable airline ticket still has a “value”. Call the University Travel Office for procedures to follow to apply this value to future reimbursed travel.
      7. In case of indirect routing for personal reasons, the extra transportation costs will be at the traveler's expense.
   6. Reimbursement of Baggage Fees

      Most U.S. airlines are assessing fees for all checked baggage. Fees dramatically escalate when the individual bag weighs more than 50 pounds, has dimensions greater than 62 inches, or is the third or more bags being checked. Typically, baggage fees are assessed by the airlines for one way travel.

      1. “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.
      2. Airlines have allowed exemptions for travelers with elite frequent flyer status. University travelers are encouraged to enroll in frequent flyer programs in order to avoid these additional fees.
      3. 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.” A reimbursable tip 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.
4. Lodging and Meal Per Diem (M&IE)
   1. General Information
      1. Lodging is reimbursed at the 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, each traveler’s DV or Distribution of Income and Expense (DI) e-doc for travel reimbursement must reference the other traveler’s DV or DI e-doc number
      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.
      5. 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.
      6. Lodging includes expenses for overnight sleeping facilities; personal use of the room during daytime; and service charges for fans, air conditioners and heaters 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 ships. Rather, these expenses are classified as transportation. Actual lodging expenses (single occupancy) for domestic destinations are reimbursed at cost. MSU business travelers are expected to choose reasonable priced lodging accepting the rack rates offered by the hotel.
      7. Actual lodging expenses (single occupancy) for international destinations are reimbursed up to the published maximum.
      8. The U.S. dollar equivalent for expenses claimed should be listed on the Travel Reimbursement Worksheet with a notation of the foreign currency exchange rate used.
      9. 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 & Expense (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.
      10. If a trip is cancelled, Michigan State University will not reimburse travelers for pre-paid hotel expenses (i.e. internet reservation, first night’s deposit).
   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. 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.
      5. 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 outlined in III.D.1.i. If any of these attributes are not presented or are lacking, additional documentation will be required.
   4. Meal & Incidental Expenses (M&IE) – Domestic
      1. 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.
      2. 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.
      3. If a staff member travels by an indirect route for personal reasons, per diem will be paid only for the time it would normally take to travel by the most direct route. Meal 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.
      4. 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 Section III.C.6. above for details.
      5. 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.
      6. Tips for individual meals are not separately reimbursable; these tips are provided for as a part of meal per diem.
   5. Reimbursement – Computation of International Lodging and M&IE Per Diem Amounts
      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. 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.
      3. International 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.
      4. 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.
      5. 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.
      6. Day travel assignment begins:
         1. 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.j. below. The proration of M&IE per diem commences as of the beginning of the quarter day in which the traveler leaves home.
         2. If lodging is not required, the per diem allowable is the destination M&IE prorated consistent with paragraph D.5.j. below.

         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.

      7. Travel days in–country (either en route or at a duty location):
         1. 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.
         2. 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.
      8. Day of return from travel assignment:
         1. 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.
         2. 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.c. 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.

      9. 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.
      10. 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 U.S. Department of State divides these proportions by individual meal and incidentals. If all meals are furnished without charge, incidentals are still allowable.
   In order to expedite the processing of Travel Reimbursement Worksheets, the actual lodging expenses (see item 2. above) should be identified 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 claim the U.S. Department of State's published lodging per diem for that location and time period.

1. General Policies for Reimbursement
   1. For an individual to receive reimbursement of travel expenses (non-Travel Advance), including local travel, both a Travel Reimbursement Worksheet (TRW) and imaged receipts must be attached to a Disbursement Voucher (DV) eDoc.
   2. If the traveler is reporting expenses associated with a travel advance, please see Section V. Travel Advances for instructions and discussion of the Travel Advance Reconciliation Worksheet (TAR).
   3. Travel reimbursements are 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 in Section F of the Travel Reimbursement Worksheet. Additional cost resulting from stops for personal reasons are not reimbursable.
   4. See Reimbursement Chart for rates of reimbursement and listing of receipts required. MSU colleges and departments may authorize an amount less than full reimbursement.
   5. Images of supporting documents can be attached to the e-docs noted above. For all travel related Disbursement Vouchers, attached supporting documentation is required for processing. Please see http://archives.msu.edu/records/scanning.php?records_scanning for information on scanning at Michigan State University.
2. Eligibility

   The following persons are eligible for reimbursement:

   1. Employees of the University.
   2. Persons who are invited to the University (for lecturers, 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.
3. Travel Reimbursement Worksheet (TRW)
   1. If reimbursement is requested and the payment reason code is “O”, travel expense claims should be itemized on the Travel Reimbursement Worksheet.
   2. Each traveler must submit a separate Travel Reimbursement Worksheet for his/her own expenses unless the travel is team travel.
   3. Reimbursement for local travel should be submitted quarterly or when expenses total a minimum of $25.00.
4. Preparation of Travel Reimbursement Worksheet (TRW)
   1. When processing a travel reimbursement (non-Travel Advance), select payment reason code “O” on the Disbursement Voucher (DV).
   2. Disbursement Voucher (DV) eDocs for travel reimbursement should be submitted within 30 days of the return date of the trip. The Travel Reimbursement Worksheet and applicable receipts must be electronically attached to the DV. Receipts should be identified and scanned per Best Practices. Additionally, Travel Reimbursement should be submitted within the fiscal year to which they relate.
   3. A travel reimbursement request submitted 90 or more days after the trip's return date require a written business reason for lateness and approval from one of the following: Deans (including Associate and Assistant Deans), Directors (including Associate and Assistant Directors), Chairpersons (including Associate and Assistant Chairpersons), or College/Organization-level Budget Officer/Financial Administrator. This may not be delegated.
   4. If the traveler is a MSU employee, the traveler must “approve” the DV for reimbursement. If the MSU employee traveler is the DV initiator, this approval is completed upon submission of the DV. If not, the initiator must ad hoc route the DV to the employee and the employee must approve the DV before further routing will continue.
   5. MSU employees with payroll Direct Deposit will be reimbursed via Direct Deposit only.
   6. If the Traveler is not a MSU employee, please check “Other” in Section A of the TRW. No ad hoc routing of the DV is necessary for non-employees. Also, if the non-employee traveler was not already in the Vendor system, the traveler must be added (Vendor Type is “SP – Special Payments”) prior to creation of the DV.
   7. The “Purpose of Travel” section of the Travel Reimbursement Worksheet must be completed. Each traveler is required to provide a more specific description of the purpose of their trip (i.e. Annual Meeting of University Travel Managers).
   8. Each traveler is asked to indicate on the travel report the major purpose for which the trip was undertaken, as follows:
      1. Conference Meeting
      2. Recruitment
      3. External Relations/Development
      4. Team Travel
      5. International Programs
      6. Teaching/Outreach
      7. Research
      8. Other
   9. Assignment of travel costs can be done in Section D of the Travel Reimbursement Worksheet and on the DV eDoc. Therefore, total of Section D should match the DV eDoc total and the total claim or limit at the bottom of the Travel Reimbursement Worksheet (page 1).
   10. Travel expenses 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), affiliation(s) and specific business purpose.
   11. If two or more MSU business travelers share travel expenses, the eDoc of each traveler must be reported on the eDoc or Worksheet (TRW or TAR) of the other traveler(s).
   12. If the traveler's reimbursable expenses are limited to an amount less than actual, this limit amount should be clearly noted in the “Reimbursement Limited to” box at the top of the Travel Reimbursement Worksheet. This amount is transferred down to the “Limit” amount at the bottom of page 1 of the worksheet.
   13. The final total should be on the FIRST page of the Travel Reimbursement Worksheet.
   14. Once complete, the Travel Reimbursement Worksheet and scanned receipts should be separately attached to a Disbursement Voucher (DV) eDoc which is routed through the approval process. Those approving travel reimbursement are expected to be trained and have a complete understanding of the University's travel policies.
   15. By approving the DV, the traveler is acknowledging the following to be true: business purpose, dates of travel, travel destination and travel reimbursement amount.
   16. The Voucher Processing Office audits all DV’s and Travel Reimbursement Worksheets. If there is an outstanding travel advance related to a DV and Travel Reimbursement Worksheet being processed, the DV will be disapproved and the reason so noted. The traveler will be expected to complete a Travel Advance Reconciliation (TAR) and Distribution of Income and Expense (DI) justifying the expenditure of the advance dollars.
   17. If the TRW or the DV is incorrect, the DV will be disapproved by Accounting. A new DV must be created with all required attachments and submitted through the required workflow., Voucher Processing will provide an explanation and the document will be routed back to those who took action on that particular DV.
   18. After audit, if the DV is approved, it is forwarded to Accounting for payment processing. The direct deposit number or check number is recorded in the DV eDoc.
   19. If the traveler requires additional reimbursement related to travel expenses already paid, an amended TRW must be completed and attached to a new DV. The new DV must reference the original DV eDoc number and the original TRW and amended TRW must be attached. An explanation for the additional reimbursement should be included in the explanation.

1. General Information
   1. Regular Faculty, Academic Staff, Administrative Professionals and Clerical Technical Staff of Michigan State University who travel on behalf of the University are eligible to be considered for a Corporate Travel Credit Card. Information on how to obtain a card may be found on the Travel Office internet site.
   2. Travel advances cannot be obtained by one person to cover multiple individuals' expenses.
   3. No advance will be issued to cover conference registration fees or hotel deposit fees. Conference fees should be paid by MSU MasterCard Purchasing Card wherever possible.
   4. No advance will be issued for stipends, honorariums or consulting fees.
   5. No travel advance will be issued to cover the cost of airfare/rail. Michigan State University travelers are encouraged to utilize the Preferred Travel Agencies and direct bill airfare/rail to MSU.
   6. NO ADVANCE WILL BE ISSUED TO A TRAVELER HAVING AN EXISTING PAST DUE ADVANCE.
   7. The repayment date of an advance is 30 days after the return from that MSU business trip. In cases where a traveler extends his/her business trip, the advance repayment date may be extended up to 30 days from the return date upon written request to the University Travel Office.
   8. In all cases in which an advance is not repaid and becomes uncollectible, the Fiscal Officer's approval guarantees repayment from departmental funds. Delinquent advances may be reported to a credit bureau and assigned to an external agency for collection. The advance will remain an obligation of the traveler until the completed Travel Advance Reconciliation (TAR) and Disbursement of Income and Expense (DI) are submitted and approved.
   9. A travel advance may be obtained no more than 7 calendar days prior to departure unless an exception is granted for unusual circumstances.
2. Eligibility
   1. Travel Advances are generally 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 must be imaged and attached to an Internal Billing (IB) at the time of initiation in order to receive the advance.
   3. 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 $300. The student must be registered for the current semester. Once the CAF and IB have been routed and approved, the faculty or staff member must accompany the student to the Voucher Processing Office and request the exception. For more information see item D.5. below.
   4. Non–Michigan State University personnel (visiting professors, retirees, visiting research associates, community volunteers, etc.) on approved MSU business travel are eligible for advances. 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.
   5. Independent contractors conducting business with Michigan State University are not eligible for travel advances.
   6. 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.
3. Limitations
   1. Eligible travelers may obtain travel advances for a minimum of $300. Travelers are not eligible for travel advances if the CAF limits reimbursement on expenditures to less than $300. The amount of each advance is to be determined by the Fiscal Officer. 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 Fiscal Officer prior to issuance of an advance.
   2. No advance will be made for travel to be charged against an agency account (account numbers beginning with “A").
   3. When a trip is canceled, for any reason, the travel advance must be repaid immediately. If the trip is rescheduled, a new Cash Advance Form (CAF) and Internal Billing (IB) must be issued. Failure to promptly repay the advance upon trip cancellation will be considered misuse and grounds for cancellation of travel advance privileges.
   4. In cases where transportation reservations are made and payment is required more than 30 days in advance of the trip to ensure that the reservations are at the lowest possible fare, the airfare should be direct billed to a MSU account number.
4. Obtaining an Advance
   1. Travel advances may be obtained by completing a Cash Advance Form (CAF) and attaching it to an Internal Billing (IB).
   2. The advance recipient is to prepare a Cash Advance Form (CAF) detailing the amount and purpose of the advance.
   3. A department eDoc Initiator (the advance recipient, the account FO, etc.) will complete an Internal Billing (IB) eDoc to charge the $15 advance fee expense to a department account string (object code 6489) and credit revenue to account number XT022906, object code 4050.
   4. In the ‘Description’ field of the IB, the Initiator is required to enter “Advance-Traveler’s Last Name”.
   5. In the ‘Explanation’ field of the IB, the Initiator will include a brief reason for the advance request.
   6. Initiator is required to attach the completed CAF to the IB.
   7. The IB will automatically route for approval to the FO on the account charged (except if the FO is also the Initiator). The FO’s approval of the IB approves both: A) the $15 advance fee; and B) the cash advance amount noted on the CAF.
   8. The FO will note the unique Document Number (“Doc Nbr”) of the IB (system generated by EBS) and inform the advance recipient of the number.
   9. Once the advance recipient has noted that the Doc Nbr has been fully approved by the FO, the recipient may proceed to Accounting for the advance. Note: the recipient should know his/her Doc Nbr in order to obtain an advance.
   10. Once approved, the travel advance may be obtained by visiting the Voucher Processing Office, Hannah Administration Building, 426 Auditorium Road Rm 360 in person. A valid student ID card or Faculty/Staff ID or other pictured ID is required. The applicant must also present the Internal Billing Document Number. Office hours are 8:15 a.m. to 4:00 p.m. Monday through Friday, phone 353–4882. Visa status of the traveler is required.
   11. The Fiscal Officer’s approval guarantees repayment of a travel advance from departmental funds if the appropriate vouchers are not submitted. 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.
   12. If an advance is requested for approved undergraduate student travel, the authorization part of the Cash Advance Form (CAF) 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.
   13. A non–interest bearing promissory note will be issued for each advance which specifies the repayment date. When the traveler is away from the East Lansing area and requests an additional advance, a new CAF and IB must be completed and approved prior to an additional advance being issued.
   14. An Internal Billing (IB) with request for a travel advance of $25,000 or more must be ad hoc routed to AVP/Dean/Associate or Assistant Dean/College/Organization-level Budget Officer/Financial Administrator for approval.
   15. Accounting will access the IB (via the Doc Nbr), verify the attached CAF and that the proper account is being credited for the fee. If the IB does not have the proper approvals, the advance will not be issued.
   16. If everything is in order, the IB is approved by Accounting, and an advance note is issued to the advance recipient. The advance recipient will then process the advance note through the Cashiers Office.
   17. 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 (Hannah Administration Building, 426 Auditorium Road Rm 110). 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 redeemed for a cashier's check in the Cashier's Office.
5. Reporting and/or Repayment of an Advance
   1. Reporting and/or repayment of 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 University Travel Office 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. For travel advances that enter the 60 day past due category (90 days since the end of travel) during a given month and remain as such at month end, a $25 fee will be charged to the MSU account of record. See IV.D.3 for additional reporting requirements.
      1. The fee will continue to be charged at the end of ensuing months until a Travel Advance Reconciliation Worksheet and IB are approved and the advance is formally closed with the Travel Office.
   4. If an advance becomes outstanding for 90 days or more (120 days since the return date), the MSU Travel office will take steps to collect the amount due from the traveler up to and including payroll deductions.

      In addition, the advancee may be permanently barred from obtaining future cash advances, especially in cases of repeated instances of overdue advances.

   5. Payments may be made in person in the Cashier's Office, Hannah Administration Building, 426 Auditorium Road Rm 110, or by mail to the Voucher Processing Office, Hannah Administration Building, 426 Auditorium Road Rm 360. Payments should reference the advance number. Do not complete a cash receipt.
6. Travel Advance Reconciliation Worksheet

   The Travel Advance Reconciliation Worksheet is very similar to the Travel Reimbursement Worksheet.

   1. Highlights of the Travel Advance Reconciliation Worksheet:
      1. Preparers should note the Travel Advance number at the top of the TAR.
      2. Section A requires direct billing information if airfare/rail was purchased through a MSU Preferred Travel Agency and charged to MSU.
      3. Section B should include transportation into/out of destination and any transportation while in travel status.
      4. Section C should contain any additional information to support travel expenses claimed on the TRW.
      5. Section D is where travel expenses can be assigned to an MSU accounting string. Data in this section is to be entered on the Distribution of Income and Expense (DI).
      6. The total claim (or limit) in Section E must match the total of Section D.
   2. The Disbursement of Income and Expense (DI) must contain the following information:
      1. The DI must reflect the amount of total travel expenses incurred or limit (if applicable) and applicable accounting string information.
      2. The Advance Number, Name in which the Travel Advance was issued, and the Traveler’s Name (if different) must be documented on the DI.
      3. Within the DI, the Accounting Line “From” is used to relieve the Controller’s Office account of the travel advance expense. The Total from the TAR must be recorded with the following account information:
         1. Account Number: XZ052171
         2. Object Code: 6173
         3. Amount: Total from TAR
   3. Within the Distribution of Income and Expense (DI), the Accounting Lines “To” should match Section D on the Travel Advance Reconciliation Worksheet. Travel expenses will be charged according to the information on the DI.
   4. The TAR and images of all receipts must be attached to the DI.
   5. Receipts must be scanned following MSU procedures for imaging: http://archives.msu.edu/records/scanning.php?records_scanning.
   6. If the traveler is a MSU employee, the traveler must “approve” the DI for travel advance reconciling. If the MSU employee traveler is the DI initiator, this approval is completed upon submission of the DI. If not, the initiator must ad hoc route the DI to the employee and the employee must approve the DI before further routing will continue.
   7. If the Traveler is not a MSU employee, please check “Other” in Section A of the TRW. No ad hoc routing of the DI is necessary for non-employees.
   8. For accounts beginning with “RC” (grant accounts), Contract and Grant Administration must approve the DI. Therefore, the DI initiator must ad hoc route the DI for approval to the group ”CGA Processor Level 1”.
   9. If the TAR or the DI is incorrect, the DI will be disapproved by Accounting. A new DI must be created with all required attachments and submitted through the required workflow.
   10. Three outcomes are possible when reconciling travel advances:
       1. The traveler spends exactly the amount of the advance. In this case, the TAR and receipts are attached to the DI and submitted through the required workflow as outlined above. There will be no traveler reimbursement or refund to MSU.
       2. The traveler owes MSU money because the entirety of the travel advance was not spent. In this case, the traveler writes a check to MSU which is deposited by the traveler (referencing the Advance Number) in the Cashier’s Office, Hannah Administration Building, 426 Auditorium Road Rm 110. The TAR and receipts are attached to the DI and submitted through workflow as outlined above.
       3. The traveler is owed money because the travel expenses were greater than the travel advance. In this case, the TAR and receipts are attached to the DI and submitted as outlined above. Once Accounting approves the TAR and DI, Accounting will process a reimbursement for the balance due the traveler.

MSU Business Travelers who have incurred business expenditures in foreign currencies must convert these amounts into U.S. dollars in order to be reimbursed. Three conversion methods are acceptable. In general, the method chosen must be utilized throughout the entire travel reimbursement claim:

1. MSU Business Travelers may use their credit card statements (which will reflect expenses in both the foreign currency and converted to US Dollars). Travelers may also include currency conversion fees applicable to the MSU business expense incurred. These fees should be listed separately. Credit card statements or credit card detail for the specific charge must be included with the travel reimbursement claim. If travelers utilize this method, they may use their credit card company’s conversion rate (or average if rates change over the course of the trip) on all MSU business expenses claimed on the reimbursement worksheet.
2. If a MSU Business Traveler converts U.S. dollars in country, the traveler may utilize that conversion rate for reimbursement. The MSU Business Traveler may claim reimbursement for any conversion fees associated with this type of transaction. The receipt(s) from the currency conversion must be attached to the travel reimbursement claim. If travelers utilize this method, they may use this conversion rate on all MSU business expenses claimed on the reimbursement worksheet.
3. MSU Business travelers may choose to utilize the conversion table (Oanda) published on the MSU Travel Office website (link) http://www.oanda.com/currency/travel-exchange-rates .
   1. To use, open the website and choose a date applicable to travel dates. Travelers may use one conversion rate for all of their incurred expenses.
   2. Choose the “Foreign Currency” in which business expenses were paid. (It is recommended that travelers use the currency rate on their day of departure from the applicable foreign destination.)
   3. The “Home Currency” must be US Dollar, USD.
   4. The rate utilized should be “Typical Cash Rate: +4%”
   5. Once complete, left click on the “Get my FXCheatSheet”
   6. Print the “Travel Exchange Rates Results” and attach to travel reimbursement requests.

1. Source of Funds for Foreign Travel
   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.
      3. 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.
         1. Travel reimbursement of such individuals is subject to MSU Travel Policies and Procedures. Therefore, it is essential that departments inform all travelers of these policies and procedures.
         2. 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
2. All–University Research Funds
   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.
3. Special Foreign Travel Fund (SFTF)

   These funds are managed by MSU International Studies and Programs. Please visit their website at: http://www.isp.msu.edu/funding/travel_funding.htm.

4. Travel Using Contract and Grant Accounts
   1. When travel is funded under a contract or grant account, reimbursement is limited to the more restrictive of MSU or funding agency regulations.
   2. The purpose of the trip must clearly, and preferably without acronyms, indicate the relationship/benefit of the travel costs to the project. External auditors are likely to select travel vouchers for further review based on the total cost and words in the “Purpose of Travel” on the Travel Authorization and/or Travel Reimbursement Worksheet.
   3. International travel usually requires agency prior approval, and if funded with federal funds, must use a US flag air carrier per the Fly America Act.
   4. The dates of travel must be within the dates of the project, or expenses should be prorated accordingly.
   5. The costs of personal expenses (extra days, extra costs associated with family or friends sharing accommodations, rental car costs not required for business reasons, the costs of meals when they provided by the conference or meeting, etc.) should generally not be charged to any university account, including a restricted account. Any personal expenses should be documented as such and covered by a personal check if direct billed, submitted at the time a reimbursement voucher is processed.
   6. Reasonable transportation costs to and from the airport are allowed. Please note that many federal agencies will NOT allow excessive (when compared to other options – car, bus, taxi for short distances) limousine fees.
   7. Applications may be obtained from the Office of Risk Management and Insurance (5–5022).

The purchase of insurance to cover trip interruption, cancellation, baggage, or any other travel related insurance is considered a personal expense and is not reimbursable by Michigan State University. MSU provides specific insurance coverages as outlined below:

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, Office of Risk Management & Insurance in the Manual of Business Procedures.
4. International Travel Assistance (FrontierMEDEX) — Refer to Section 35, Office of Risk Management & Insurance in the Manual of Business Procedures.