College of Engineering Travel Expense Policy

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  • Effective - 03/01/2001
  • Last Updated - 08/07/2008

The information below is taken from the College of Engineering Travel Expense Checklist. Over time, this information may be updated and changed by the College, so be sure to check the 'Last Updated' date above to determine if this information seems reasonably current. If you are concerned that some of the information below it out-of-date, then it is probably best to speak with Melanie Caughey (mcaughey@eecs.umich.edu) in the SSEL office area.

Finally, it is important to point out that the College of Engineering has a stricter reimbursement policy than the overall University. Therefore, be sure to observe these guidelines and restrictions for any expense that is being paid by College of Engineering funds (like those from Prof. Wentzloff).

External Downloads

Required Information

Travel Information

  • Name and address
  • Employee ID (or Social Security number for Non-Employees only)
  • Department telephone
  • Department contact

Trip Information

  • Include Event Identifier
  • Indicate business purpose
  • List conference or event dates
  • Departure and return dates and times
  • Destination

General Information

  • Any item over $25 requires an original receipt, except hotel and transportation expenses where original receipts are required regardless of amount.
  • If an expense is conference-related, the conference brochure is required.
  • No gifts are to be processed on Travel Expense Reports. Use Hosting Expense Report instead.
  • $500 minimum advance for faculty and staff; $100 for students and guests.
  • See Travel and Business Hosting Expense SPG for complete instructions, but note that College policies are more restrictive.
  • See http://www.procurement.umich.edu/forms.html for forms.
  • See https://websvcs.itcs.umich.edu/traveloffice-bin/travelmain for required Event Identifier.

Permitted Expenses & Limitations

Airfare

  • Coach Fare allowed only; business or first class travel requires prior approval by the Dean.
  • Last page of ticket required, or
  • E-ticket/Internet – original receipt/statement required indicating method of payment.

Lodging

  • Itemized hotel receipts required.
  • Room charge and applicable taxes only.
  • Published conference rate or reasonable single occupancy rate for destination city.

Meals

  • Tear away meal stubs are not acceptable.
  • Itemized receipt or written certification that no alcohol was purchased is required regardless of whether the expense is incurred by use of personal funds or credit card, or the University Purchasing card.
  • Maximum allowable meal reimbursement for food, tax, tip and non-alcoholic beverages (domestic only):
    • Breakfast - $25
    • Lunch - $25
    • Dinner - $55 (see Alcoholic Beverages)

Alcoholic Beverages

  • In general reimbursement for alcoholic beverages should not be separate from meal limits. However if the business purpose justifies it, reimbursement for alcoholic beverages served at dinner only may be separate from meal limits, but cannot exceed $20 per person or a maximum total of $75 for food and alcohol costs combined.
  • Alcohol expense must be flagged with an “x” class and charged to a non-General or non-Federal fund or alternatively, covered with personal funds.

Car Rental

  • Original itemized receipt/rental agreement required regardless of the amount.

Taxi/Shuttle

  • Actual and reasonable expense.

Other Permitted Expenses

  • Tips
  • Registration Fees – original paid receipt required if over $25.
  • Personal automobile mileage: $.55 per mile, as of 1/1/09. Mileage includes the cost of gas; therefore, you cannot request both mileage and gas.
    • Mileage reimbursement is not allowable for travel around campus or to local establishments (but you may account for this mileage on your personal income tax form as a business expense).
  • Gasoline is allowed for rental cars only, not for personal vehicles.
  • Parking
  • Business calls, reasonable in frequency and duration.
  • Personal calls - one per day and reasonable in duration.
  • Laundry expense (only if trip longer than one week).
  • Faxes, photocopies, conference materials, internet connection fees.

Exceptions

A completed Travel and Business Hosting Expense Exception memo must be attached to the report when there is a departure from stated policies or dollar limitations, or for specific situations as outlined in the policy. The memo must be signed by the same approver as the report. Additional signatures are required if the total report expenses aggregate more than $5,000; or if the exception is for airfare expenses which exceed coach airfare, or for spouse's or dependent's University business travel expenses not related to recruiting or development.

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