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Introduction
This New Employee Handbook of Travel Management Regulations includes information for reimbursed business travel. Refer to the Michigan State University Manual of Business Procedures, Section 70: Travel Regulations, for detailed information about University travel policy.
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Statement of Purpose
MSU’s travel management regulations were established to:
- provide standard guidelines for arranging and purchasing all University business travel;
- ensure consistent quality service for all University business travelers and arrangers in accordance with applicable University policies, individual preferences, and departmental budget constraints;
- consolidate travel purchases to provide leverage in negotiating vendor discounts;
- minimize the cost of University business travel; and
- meet Federal and IRS expenditure and reporting requirements.
All travelers and arrangers should familiarize themselves with the contents of this handbook and subsequent updates. It is the responsibility of each individual incurring travel expenses to comply with the University’s regulations.
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Questions about Travel Management Regulations
Questions about MSU’s travel policies and procedures, feedback on travel vendor performance, suggestions for future handbook updates, reimbursements, direct billing of airfare, MSU’s corporate travel credit card program, cash advances, and day-to-day travel related issues should be directed to:
Travel Manager
Hannah Administration Building
426 Auditorium Road Rm 370
Phone: (517) 355-5000
Fax: (517) 353-1706
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University Policy Regarding Procurement of Travel Services
MSU’s consolidated travel management program, which includes agreements with its Preferred Travel Agencies, was adopted to provide MSU business travelers and travel arrangers with a significantly improved travel program that provides better service and reduces costs.
Travelers must have a separate authorization, which must be approved in advance of departure by someone administratively senior. For the purposes of this policy, “administratively senior” includes the unit administrator (for example, the unit administrator may authorize travel for faculty) or higher level position. Unit administrators may not designate another person to authorize travel. Travelers may not authorize or approve their own travel. (Check your specific departmental guidelines for compliance.)
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Definition of University Business Travel
MSU travel policies and procedures apply to all University funded business travel, without regard to 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 Michigan State University (e.g., recruits, speakers, consultants, and other MSU guests).
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Grant or Contract Policy
When travel is funded under a contract or grant account, reimbursement is limited to the more restrictive of MSU or funding agency regulations.
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Lowest Logical Available Airfare
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.
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.
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. In addition, 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. In both cases, these exceptions require 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.
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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”. Business travelers and MSU travel arrangers may call the Preferred Travel Agencies or book airfare/rail through the on-line booking tools offered by the Preferred Travel Agencies to utilize direct billing (Fees Apply).
- 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
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Direct Billing of Airfares/Rail
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 these agencies to utilize direct billing. To obtain the best price on airfare, it is important to book flights 14 to 60 days prior to departure.
Travelers may charge airfare/rail tickets to as many as 3 MSU account numbers, if desired. The MSU business traveler or travel arranger must provide the travel agent with valid accounting information at the time of reservation.
Direct billed airfare/rail charges will be expensed the month after booking on the respective departmental fund ledger reports.
To use direct billing, the airfare/rail tickets must be funded completely by MSU account number(s). A MSU business airfare partially paid for from personal or non-MSU funds cannot be direct billed. For example, if a MSU department can fund only $300 towards an airfare costing $400, direct billing cannot be utilized.
Hotel and car rentals must be paid for by the traveler. Reimbursement requests with original receipts should be submitted after the trip has taken place.
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University Business Traveler and MSU Travel Arranger Profile
In order for MSU business travelers and travel arrangers to book travel through Tower Travel Management or Passageways Travel, all MSU travelers and travel arrangers are required to complete the electronic profile which is then shared with both Preferred Travel Agencies. The electronic profile is available on the MSU Travel Portal. Profiles provide a readily accessible (electronic) guide to important billing and ticket delivery information, as well as traveler preferences regarding airlines, hotels, and car rental agencies. MSU travelers and travel arrangers need to make updates to their profiles on the MSU Travel Portal whenever their profile/direct billing information changes (e.g., phone number, address, etc.).
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Corporate Travel Credit Card Program
MSU utilizes a Corporate Travel Card Program for University travelers. Personal credit cards are issued to eligible employees who travel on behalf of the University. American Express has no annual fee and payments are due in full at the end of each month from the cardholder. An application is available on the University Travel Office web site. When MSU business travelers purchase airfare/rail through the Preferred Travel Agencies, using either the Direct Billing or the Corporate Travel Credit Card, they will automatically be insured for $500,000 at no extra cost to the traveler.
American Express also has an ATM cash access feature and includes free full primary collision insurance on car rentals for travelers using the American Express card.
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Travel Advances
Use of the American Express Corporate Travel Credit Card and the option of direct billing of airfare should eliminate the need for most travel advances. Please refer to the Manual of Business Procedures, Section 70, for more information on Travel Advances. Questions regarding eligibility for advances should be directed to the University Travel Office (517) 355-5000.
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Use of Preferred Airline, Car, and Hotel Vendors
MSU’s business travelers are highly encouraged to use MSU’s preferred airline, hotel, and car vendors as discounts are contingent upon University participation. Use of preferred airline and car vendors is not mandatory; however, use of the lowest logical available airfare is policy (Section 7). Because contracts with vendors are subject to change, contact the Preferred Travel Agencies for detailed information. Under MSU’s contracts, discounts on air travel may only be used when travel is arranged through the Preferred Travel Agencies.
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Airline Discounts / Contracts
The University has leveraged its total travel volume to secure significant negotiated discounts with major U.S. and International airline carriers. The following airline discount applies to all University business and affiliated business travel (not leisure) when booked through the Preferred Travel Agencies:
- An up-front percentage discount off all published domestic and international Delta Air Lines fares, including Northwest, KLM, and Air France.
- An up-front percentage discount off all published domestic and international United Airlines fares.
- An up-front percentage discount off some published international Air Emirates fares.
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Hotel Discounts / Contracts
Hotel and Housing Accommodations may be made through the Preferred Travel Agencies, who have access to consortium rates as well as Michigan State University’s negotiated contracts with major hotel chains, hotels in major cities, hotels in Big Ten campus locations, and hotels in the greater Lansing/East Lansing area. Some hotels require the traveler to present their University ID in order to qualify for discounted rates. It is expected that the traveler will always ask if the quoted rate is the lowest rate available. Reimbursement will be made at the single rate for business travelers. For group travel involving 10 or more, the Group department of either Preferred Travel Agency should be contacted to negotiate special rates.
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Rental Car Discounts / Contracts
MSU and the Big Ten Universities have contracted with NATIONAL CAR RENTAL and ENTERPRISE RENT A CAR for discounted rates and benefits. Discounted rates apply to personal and business travel. Reservations may be made through the Preferred Travel Agencies. When making reservations with National, be sure to use MSU’s ID # 5001514 so that Loss Damage Waiver coverage is included. National’s "Emerald Club" membership is free and travelers may apply on the National Car Rental website. In addition, details regarding negotiated rates, special one-way city pairs, young driver policies, and the eligible renter definition are available on the National Car Rental website.
The negotiated rates are available on-line for Enterprise Rent a Car. In order to take advantage of Michigan State University’s discount program, reservations require the University’s contract number, XZ15N09, and Personal Identification Number (PIN), which is BIG.
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Conference Travel
If you are attending a conference which is promoting the use of discount conference rates (airline, car, and hotel), fax a copy of the conference material to a Preferred Travel Agency. The Preferred Travel Agencies can compare the conference discount with MSU’s discounts and issue the lower of the two rates. MSU’s discount rates may be lower.
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Additional Discounts Group / Meeting Air Rates
If you are planning a conference or meeting, the Preferred Travel Agencies can assist with specialized air group negotiations. If you are attending a conference, refer to Section 17 for reservation options.
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Cancellations
When a trip is canceled after the ticket has been issued, 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. Cancellation fees incurred in the normal course of doing business are reimbursable. Fees incurred by the traveler through negligence, personal choice, or carelessness are not reimbursable nor should they be direct billed to a University account number.
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Making Travel Reservations
The Preferred Travel Agencies have every resource at hand to provide the lowest possible fares within guidelines established by University travel policies. While a great deal of information on billing, delivery and traveler preferences may be pre-stored in a retrievable profile database located on the MSU Travel Portal, there is information that is specific to each reservation. This must be provided each time a reservation is made with a Preferred Travel Agency. Such information includes:
- All Reservations
- Name of person calling and from where (e.g. MSU Controller’s Office)
- Name of the traveler for whom the reservation is being made.
- Purpose of the call, e.g. checking for information, making or changing a reservation, canceling a reservation.
- If airfare is directly billed, the MSU accounting detail for billing purposes.
- If Traveler or Travel Arranger Does Not Have a Profile
- All MSU Travelers and Travel Arrangers must have an electronic profile in place prior to making reservations with the Preferred Travel Agencies, agent assisted or on-line bookings.
- At a minimum, profiles must contain the following: Legal name of the traveler/Travel Arranger, Company name (MSU), Business e-mail, and departure Airport code (e.g., LAN if Lansing).
- Airfare
- City from which the traveler wishes to depart and the city to which the traveler is going (many times there are airport alternatives that can result in a savings).
- Desired dates of travel.
- Desired time of arrival/departure.
- Amount of flexibility the traveler may have in their arrangements: departure and arrival airports, dates, and times.
- Car Rentals
- Location as to where the car is to be picked-up and dropped-off.
- Dates/Times in which the car is to be picked-up and dropped-off.
- Size of car (MSU policy allows up to a midsize car).
- Lodging Reservations
- The city and location for which the reservation is needed.
- Dates that traveler will need to stay at the location.
- Preferences such as specific property, cost, or desired amenities.
- Whether the reservation is to be guaranteed for arrival (this will be required for any arrival after 4pm and may be required at any time at some locations).
- Car Hire / Limousine
- Exact address at which pick-up is to be made and to which the traveler will be driven.
- Exact date/time that the travelers will require a pick-up.
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Resources