Michigan State University
Controller's Office
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.
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.
The MSU Travel Program is designed to provide improved service to faculty and staff who travel on University business while simultaneously reducing costs. The Travel Office coordinates the Corporate Card program and works closely with the Preferred Travel Agencies. Questions about MSU's travel policies and procedures, feedback on travel vendor contracts and performance, reimbursements, direct billing of airfare, MSU's corporate card, cash advances, and day–to–day travel related issues should be directed to:
University Travel ManagerEach of the University's Preferred Travel Agencies is a full–service agency offering Michigan State University business travelers and travel arrangers “One Stop Shopping”.
Tower Travel Management
Address: 53 Ogden Avenue, Clarendon Hills, IL 60514
Phone: 517–355–0255 or 866–658–4228
Fax: 630–954–3008
After Hours Emergency Number at an additional cost: 866–658–4228
OnLine Solutions: 630–928–7090
Email: onlinesolutions@towertravel.com
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
Conference registration fees must be paid in advance using the MSU MasterCard Purchasing Card wherever possible. If the MSU Purchasing Card cannot be used because the conference registrar will not accept it, or because the registration amount exceeds the MSU Purchasing Card transaction dollar limitation, a Direct Payment Voucher may be used. This direct payment voucher must detail the attendee, date, and location of the conference. Travel vouchers submitted for conference–related travel must include copies of the conference agenda/materials (documentation of specific items, such as meals, lodging and shuttle included in conference fee). Indicate “no meals included” if applicable.
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.
The dollar value of work hours lost while en route should also be factored into the cost of automobile travel.
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.
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 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.
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.
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.
The following persons are eligible for reimbursement:
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 unit of record.
The fee will continue to be charged at the end of ensuing months until a travel voucher is approved and the advance is formally closed with the Travel Office.Cash advances may be obtained. See Manual of Business Procedures Section 60.2 and Cash Advance (Request for) for specific information.
These funds are managed by MSU International Studies and Programs. Please visit their website at: http://www.isp.msu.edu/faculty/funding/#sftf.
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: