FAQ for Accounting (travel)
- How do I apply for a Travel Advance as part of a Non-Traditional International Grant?
- How do I submit travel receipts for reimbursement?
- What is the deadline to turn in the travel & expense reports for reimbursement?
- What is the allowable per diem during travel?
- What is the mileage reimbursement rate?
- What types of expenses are not allowed for reimbursement?
- Who is the contact for forms and questions relating to the accounting?
1. How do I apply for a Travel Advance as part of a Non-Traditional International Grant?
This form is a non-interest bearing promissory note for the total amount of travel advance. It must be filled out to request an advance. This promissory note authorizes the University Payroll Office to deduct any portion of the advance that is not properly reconciled within 45 days after return from the trip.
Note: Faculty and staff with access to the Concur Travel and Expense Management System must submit requests for cash advances (if the appointing unit allows) through Concur.
Upon approval of your Non-Traditional International Grant application by Global REACH, please contact the Senior Administrator Coordinator at Global REACH who will initiate the travel advance request form.
2. How do I submit travel receipts for reimbursement?
Submit 1 receipt per 8 ½” x 11” sheet of paper; taped, itemized, with sentence of purpose, and date. Once the form is completed, turn originals into the Global REACH Senior Administrative Coordinator (contact information can be found at the bottom of this page).
- Guest / Student: Guests and students are not subject to the domestic travel meal/incidentals per diem. Travel and Business Hosting Expense form (Guest/Student).
- Employee: The University uses the Concur Travel and Expense Management system for travel expense reconciliation. Use the Per Diem Calculator Tool (found at site below) to determine the total domestic travel meals and incidentals reimbursement due to the traveler (if applicable). http://www.finance.umich.edu/procurement/travelexpense
3. What is the deadline to turn in the travel & expense reports for reimbursement?
Expense reports must be submitted within 45 calendar days from the end of the trip or the hosted event, or within 45 calendar days from the transaction date for purchase of supplies or other out-of-pocket business expenses. Ideally, expense reports should be submitted within 10 days, but the policy allows for submission up to 45 calendar days. Expense reports submitted in excess of 45 calendar days may not be reimbursed.
4. What is the allowable per diem during travel?
Hosted meal limits will remain at $25 Breakfast, $25 Lunch, and $55 Dinner. There is a $20 per person per hosted event alcoholic beverage maximum. Approval from a senior university official (i.e., dean, director, department head) for exceptions to this policy is required.
- The per diem policy for all university employee business travel applies only to travel meals and incidental expenses (not lodging).
- Ground transportation (e.g., taxi, shuttle) to and from airports and railroad stations and between business meetings while on travel status is not included in the per diem incidentals.
- Receipts are not required for domestic or foreign per diem expenses.
- The per diem policy only applies to University faculty and staff. Guests and students are not subject to the per diem policy.
- Internet charges are not part of the per diem or part of the lodging. These charges are reimbursable travel expenses.
To view per diem rates, visit the GSA per diem website at: http://www.gsa.gov and select Per Diem Rates from the main menu. Use the M&IE rate listed by location.
5. What is the mileage reimbursement rate?
Effective February 1, 2013, the university's rate for mileage reimbursement on personal vehicles increased to 56.5 cents per mile, for qualified university business travel that commences on, or after, that date. This rate increase is consistent with the recent Federal Travel Regulation mileage rate increase.
6. What types of expenses are not allowed for reimbursement?
7. Who is the contact for forms and questions relating to the accounting?
Robyn Blanzy Hodges, the Senior Administrative Coordinator, is your Global REACH resource. She handles all accounting and submits all forms pertaining to student / faculty reimbursement through Global REACH.