Michigan State University
Controller's Office
MSU Travel Policies apply to University employees, students, and any others who travel on approved, official Michigan State University business.
Prior to reserving and purchasing business travel, travelers should have an approved Pre-Trip Authorization.
Exception: Travel related to employee recruiting for a posted position: When directly in conjunction with interviewing and recruiting candidates for MSU employment, spouse and child travel, and other expenses related to the visit, such as lodging and meals, is reimbursable. When the unit deems this travel to be an essential part of the decision process for employment, candidates, approval must be obtained from one of the following: Provosts (including Associate and Assistant Provost), Vice-Presidents (including Associate and Assistant Vice-Presidents), Deans (including Associate and Assistant Deans), Directors (including Associate and Assistant Directors), Chairpersons (including Associate and Assistant Chairpersons), or College/MAU Budget Officer/Financial Administrator.
Note: House hunting expenses are always classified as taxable income. Please see MBP Section 53 – Moving Expenses for details.
For purposes of travel reimbursement, MSU business travel begins and ends at business travelers’ main place of business. A main place of business is defined by the United States Internal Revenue Service as the location where the majority of work takes place or business is conducted. In most cases, this will be an office owned and operated by Michigan State University.
Definitions are modeled after the United States General Services Administration which administers application of lodging and meal per diems for the federal government.
CONUS is defined as travel within the 48 contiguous United States.
OCONUS is defined as travel in which the destination or origin is outside the continuous United States including Alaska, Guam, Hawaii, Puerto Rico, and the U.S. Virgin Islands.
International travel includes travel in which the destination or origin is outside the United States and its territories.
Travelers should use licensed transportation companies when choosing to hire ground transportation services.
Generally, MSU travelers should use transportation providers that are easily identifiable through web app photos of automobile, driver, and car license, or that have the company name conspicuously displayed on their vehicle. When on display, the following should be easily seen: driver’s license, printed schedule of rates, and contact telephone numbers for the transportation company.
When securing any ride service, travelers are reminded to be vigilant about safety.
See Section 245 for information regarding Michigan State University’s Transportation Services including Motor Pool.
For approved charter bus companies and guidelines for chartering bus service, see Section 35 of this manual or the MSU Risk Management & Insurance website.
Charter air service may be authorized when it reduces travel costs and travel time. This must be documented on the Travel Expense Report.
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.
Most airlines assess fees for checked baggage. MSU will reimburse travelers for up to 2 checked bags.
When a department arranges to pay for an individual’s housing it is important to consider any tax withholding and reporting requirements. Please note below the difference between departmental paid housing for an MSU employee or student and other individuals. In all cases the Housing Assignments Office Charge Authorization Form should be completed to note the business purpose and authorization of payment and be provided to Residential Housing Services’ Housing Assignments Office when making arrangements for housing at a university apartment or residence hall.
Contact the Tax Services office to verify all three criteria have been met and proper documentation is on file at taxreporting@ctlr.msu.edu or 355-5029.
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 should be utilized throughout the entire travel reimbursement claim:
These funds are managed by MSU International Studies and Programs. Please visit their website at: http://www.isp.msu.edu/information-resources/faculty-funding/.
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: