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U-M TRAVEL AND EXPENSE
Welcome to the new U-M Travel and Expense web site. We continue to post updated FAQs, information, tips, and more, so please visit this site often.
New! Built-in Per diem Calculator Tool
The Travel and Business Hosting Expense Report (Employee) and the P-Card Cash Withdrawal & Out of Pocket Expense Reconciliation Form are now easier to complete! For your convenience, we have included the Per diem Calculator Tool within each of these documents to help you determine and record per diem for travel meals and incidental expenses. Note: You no longer need to download the Tool separately.
Reimbursement for Overdue Expense Reports
Both the previous and new travel and business hosting expense policies have timeframes for the submission of expense reports: within 30 days under the previous policy, and 45 days under the new policy. Most units did follow the previous policy’s timeframe for submission of expense reports. We have, however, been made aware that some expense reports were not submitted within 30 days and late submitters are now seeking reimbursement. Click here for information on the process for submission of overdue expense reports.
Because the University must conform to IRS guidelines, there cannot be any exceptions to the process for submitting overdue expense reports.
Updated FAQs
For your convenience, new and updated Travel and Hosting Policy FAQs are now indicated with an asterisk (*) as well as the date they were added or updated. In addition, we have compiled a list of the Top 10 FAQs received about the new Travel and Business Hosting Expense Policy. Both lists are located at the top of the right side menu.
Revised Travel and Business Hosting Expense Forms
The Travel and Business Hosting Expense Report form (TBHER) and the P-Card ATM Cash Withdrawal/Miscellaneous Expense Reconciliation Form have been revised to assist units in processing expense reports. The forms are located in the right side menu under Forms for Non-Concur Users (and also on the Forms page). Each form has detailed instructions for completing the form.
The original Travel and Business Hosting Expense Report form has been revised into three separate forms: one for Employee Domestic Travel/Hosting; one for Employee Foreign/OCONUS Travel; and one for Non-Employees (Guests/Students). Click the form name below for guidance on when to use the form:
Click here for some scenarios that will guide you to the proper form(s).
Things to Know about Per Diem
- The University is implementing the per diem system for travel meals and incidentals for employee domestic travel only. Foreign and OCONUS (outside the continental United States) travel meals are reimbursed at the actual amount up to the current meal limits of $25 breakfast/$25 lunch/$55 dinner.
- While not recommended, it is permissible for departments and units facing fiscal constraints to pay per diems which are less than the published GSA per diem rates for domestic travel (www.gsa.gov). Departments and units are not permitted to reimburse at rates higher than federal per diems for meals on travel status. Click here for guidance on the allowable methods for reducing the per diem.
- The University is not using per diem for lodging. The new policy provides that travelers should select the least expensive option available taking into consideration proximity to the business destination and safety.
- Per diems are allocated as a reimbursement at the conclusion of the travel, following submission of the expense report, approval by the unit, and successful audit. Per diems are not provided in advance of travel.
Travel and Expense Initiatives for 2009-2010
Two related initiatives are under way to improve the University travel and expense reporting process: a revised Travel and Business Hosting Expense Policy, and the implementation of a new travel and expense system (Concur) to support the new policy. See below for more information on each initiative.
Making a Smooth Transition
The new Travel and Business Hosting Expense Policy applies to all faculty, staff, students, and guests effective October 15, 2009. However, the Concur Travel and Expense System is being implemented in phases, and thus not all faculty and staff will be using Concur at the same time. We therefore will have a period of time when some faculty and staff will be using Concur, and others will use the current business process and system (M-Pathways) for travel, hosting, and other expense reporting.
To assist faculty and staff in determining which policies, systems, forms, and training apply to them during the transition to the new travel and expense system, we refer on this web site to two populations: Concur Users and Non-Concur Users. Units that are not yet live in Concur should use documents, forms, and training resources for Non-Concur Users. See the document Concur vs Non-Concur Users for an overview of the systems, roles, and forms used by each population.
New Travel and Hosting Policy Standard Practice Guide
The new travel and hosting policy will be published in the University’s Standard Practice Guide (http://spg.umich.edu) in October 2009. Because we are committed to introducing the revised policy with minimal interruptions to departmental operations, we have provided on this web site pre-publication copies for your review (see links at right under New Travel & Hosting Policy).
The policy versions (one for Concur users, and one for Non-Concur Users) are the same with the exception of the system (Concur vs M-Pathways) and the forms you would use to submit travel and hosting expenses.
New Travel and Expense System (Concur)
In conjunction with—and to support—the revised travel and hosting policy, the University is implementing Concur, a widely known and highly regarded automated travel and expense system. To read more about Concur and the implementation timeline, click here. |
