Travel Regulations

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Travel regulations apply to all University faculty, staff and students.

I. GENERAL POLICY

A.) General Policy

  1. Travel by University personnel should be in support of a specific program of instruction, research or public service, or more general programs of professional improvement or University operations. Decisions regarding the use of travel funds will be made by the individual units of the University. Travel policies, procedures, regulations and reimbursement rates apply to all University travel regardless of source of funds. University business travel is defined as any travel paid for, whether in advance or through reimbursement out of an MSU account, including grant and agency accounts. This policy also applies to non-MSU employees whose travel is paid for by the University (e.g. recruits, speakers, consultants, and other MSU guests). When travel is funded by a grant, contract, or sponsored program, the use of travel funds will be governed by the more restrictive of either grant, contract or University policies (e.g., Fly America Act or different per diem rates).

B.) Eligibility

  1. 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. Requests for exceptions must be made in writing and sent to the Controllers Office, 370 Administration Building.

C.) Limitations and Exceptions

  1. All travel must be authorized or approved in advance of departure. Each traveler must have a separate travel authorization form.
  2. Someone administratively senior to the traveler must sign the Travel Voucher Authorization and Emergency Contact Form in advance of the travel.
  3. University employees are responsible for travel cost for both domestic and foreign travel and must request reimbursement via the Travel Voucher using original receipts. Eligible University business travelers are offered the option to have airline and rail ticket purchases directly billed to the University when booked through Anderson Travel, Spartan Travel, or STA Travel. Business travelers may call these agencies to utilize direct billing. Airfare may be direct billed up to 120 days prior to trip departure.
  4. Conference registration fees must be paid in advance using the MSU MasterCard Purchasing Card whenever 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 must 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 specific items, such as meals, lodging and shuttle included in conference fee). Indicate "no meals included" if applicable.

D.) Direct Billing of Airfares/Rail

  1. Eligible University business travelers are offered the option to have airline and rail ticket purchases directly billed to the University when booked through the Cluster Travel Agencies, which include Spartan Travel, Anderson Travel, or STA Travel. Business travelers may call any one of the CTAs to utilize direct billing. Airfare may be booked up to 120 days prior to trip departure. Travelers may charge airfare/rail tickets to multiple MSU account numbers if desired. The MSU business traveler must provide the travel agency with a valid account number at the time of reservation. Hotel and car rentals should be paid for by the traveler. Reimbursement request with original receipts should be submitted on the Travel Voucher after the trip. Direct billing of airfare is encouraged. MSU has negotiated discounts with many of the airlines and therefore can either match or beat prices quoted from other sources. (i.e. Expedia, Travelocity, or the airlines themselves). Additionally, you have the added incentive of no out-of-pocket expenses!

E.) Traveler Preference Profile/Direct Billing Application Form

  1. To expedite processing of Airfare reservations and to ensure accuracy of all travel requests, MSU travelers should complete a Traveler Preference Profile/Direct Billing Application form. Profiles provide a readily accessible (electronic) guide to important billing and ticket delivery information, as well as traveler preferences for meals and seats. Travelers permitted to utilize direct billing of airfare/rail are required to have a signed, authorized Traveler Preference Profile/Direct Billing Application form maintained in their Departmental Office. Authorization must be obtained at the departmental level. A Traveler Preference Profile/Direct Billing Application template can be found on MSU's Travel Office web-site at ctlr.msu.edu/travelor from the Plant Biology Office.

F.) Transportation


  1. Taxi or limousine services incurred in connection with authorized travel by common carrier are reimbursable. Taxi expenses are allowable for travel related to business. For example, taxis between hotel and airport are allowable; taxis from hotel to a restaurant to eat a meal, or taxis for sight-seeing trips are not allowable.

Air Travel

  1. Air travel must be at the lowest logical (considering cost and time) available airfare, which is defined as travel (a) in coach or economy class and (b) via the most logical and efficient route taking into consideration the business traveler's objective and airline penalties and restrictions.

Rental Car

  1. Under certain circumstances, the use of a rental car may be necessary. The business purpose for use of a rental car must be clearly documented on the travel reimbursement voucher. Justification for the expense of car rental as compared with transport by common carrier must be documented (based on comparable total cost, availability and functionality for the intended business use). Many rental car agencies will give a discount or offer "specials" to employees upon presentation of University identification. Rental cars should be mid-size or smaller class when available.
  1. The Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) is not reimbursable by the University. Employees have two options for coverage while driving rental automobiles. Their personal automobile insurance policy may include CDW or LDW coverage when renting automobiles or they may utilize the vendor under contract with the Big Ten which includes this coverage in their rate. Refer to the University Travel office web site referencing the Big Ten contract for rental vehicle details. While visitors are reimbursed for automobile rentals, they should be encouraged to check their personal coverage or corporate contracts for Loss Damage Waiver and liability coverage to avoid additional costs to MSU.

* Liability coverage. Personal automotive liability policies normally provide liability coverage while driving another vehicle. The University will not reimburse employees for liability insurance costs. Because of unique laws in foreign countries, complications in settling claims and personal policy restrictions, it is recommended that travelers be instructed to buy the liability insurance in all areas except the United States and Canada; the University will reimburse for this expense.

G.) Lodging

  1. Lodging rooms should be single rate with hotel or motel original receipt.
  2. If two or more MSU travelers share a room, request individual room receipts, if available. If not, submit the reimbursement vouchers together for processing.
  3. If the other occupant(s) who shares a room is not an employee, request the single rate be noted on the receipt.

Lodging arranged via the Internet

    • If a purchase is made on the internet, the receipt obtained must conform to the same standards as a receipt obtained in a face-to-face transaction (i.e. it must contain the details of what was purchased, the cost, and proof of payment). If any of these attributes are not presented or lacking, additional documentation will be required. For example, if a web receipt does not indicate proof of payment, you will also need to submit a credit card statement showing the purchase was made (any other personal data on the statement should be redacted for privacy purposes).
    • For the reimbursement of hotel expenses purchased on the internet, if possible, obtain a detailed lodging receipt. In the absence of a detailed lodging receipt, please submit the detailed web receipt and a copy of the credit card statement that lists the hotel charge.


H.) Reimbursement

  1. Claims for reimbursement of expenses incurred with the use of University vehicles must be supported by receipts.
  2. Original receipts and original ticket stubs or online priced itineraries are required for reimbursement of all travel expenses except as noted on the Reimbursement Chart.
  3. The University does not reimburse for meals taken while not in overnight travel status -- travel to an out-of-town meeting and return on the same day.
  4. Graduate students. University general funds may not be used for travel to collect data primarily for theses and/or dissertations.
  5. See Reimbursement Chart for rates of reimbursement and listing of receipts required.



II FOREIGN TRAVEL

  1. Foreign travel includes travel for which the destination is outside the United States. The United States is defined to include Alaska, Hawaii, Puerto Rico, Guam, and the U.S. Virgin Islands. Canada and Mexico are considered foreign destinations


A.) Transportation

  1. Grants, cooperative agreements, and contracts supported by the U.S. Government require that travel be on United States Flag carriers by the most direct and expeditious route and at less than first class rates. 


       B.) Reimbursement - Computation of Lodging and M&IE Per Diem Amounts
  1. Reimbursement for lodging and subsistence will be made on a "lodgings-plus per diem system" in accordance with the U.S. Department of State rates. Per diem rates include a maximum amount for lodging expenses and a fixed allowance for meals and incidental expenses (M&IE). Per diem is the maximum daily allowance. Foreign countries (and localities within those countries) are assigned a daily rate by the U.S. Department of State. The rates are subject to their review and are updated each month. Rate information is available from the U.S. State Department web site at www.state.gov/m/a/als/prdm or on the Office of Contract and Grant Administration and University Travel Office web sites.
  2. Lodging includes expenses for overnight sleeping facilities; baths; personal use of the room during daytime; and service charges for fans, air conditioners, heaters and fires furnished in the room when such charges are not included in the room rate. The term "lodging" does not include accommodations on airplanes, trains, or steamers. Rather, these expenses are classified as transportation.
  3. Actual lodging expenses (single occupancy) are reimbursed up to the published maximum. DETAILED RECEIPTS FOR LODGING MUST BE SECURED TO VERIFY LODGING EXPENDITURES.
  4. M&IE includes all charges for meals and related tips and taxes (specifically excluded are alcoholic beverage and entertainment expenses, and any expenses incurred for other persons); all fees and tips to wait staff, porters, baggage handlers, bell staff, hotel maids, dining room stewards and others on vessels and hotel servants in foreign countries; telegrams and telephone calls reserving hotel accommodations; laundry; cleaning and pressing of clothing; and transportation between places of lodging or business and places where meals are taken.




III TRAVEL ADVANCE

A.) General Information

  1. Graduate students are eligible for a travel advance
  2. The minimum amount allowed for a travel advance for eligible travelers is $300.
  3. The amount of each advance is to be determined by the unit administrator. The advance is to cover reimbursable travel costs and should not exceed estimated expenditures.
  4. A travel advance may be obtained no more than 7 calendar days prior to departure unless an exception is granted for unusual circumstances.

B.) Obtaining a Travel Advance

  1. To obtain a travel advance the graduate student must present a completed and signed original copy of the Travel Authorization and Emergency Contact form to the Travel Advance Section of the Voucher Processing Office, 360 Administration Building. A valid student ID card, along with a pictured ID is required. Office hours are 8:15 a.m. to 4:45 p.m. Monday through Friday, phone 353-4882. Graduate assistants also need to present appointment papers. The MSUNet ID and visa status of the traveler is required. 
        C.) Repayment of an Advance
  1. All travel advances are due no later than 30 days after the date the trip is completed (return date). Due dates may be extended on a case by case basis upon approval of a written request submitted to the Travel Advance Section prior to the original due date. Failure to promptly repay a travel advance may result in the traveler incurring taxable income for the outstanding amount. Repayment of the unpaid advance will remain an obligation of the traveler.
  2. If a travel advance is not paid by the due date, the amount may be deducted from the employee's payroll or stipend check. If payroll or stipend deductions are required to repay a traveler's advance, loss of the travel advance privilege may result.


  1. Travel Vouchers for reimbursement are to be submitted to Holly Nieusma in the Plant Biology Office within 30 days of return date. Original ticket receipts (travel agency invoices or priced online itineraries) and other original receipts are to be attached to the Travel Voucher. The University requires that all international flights be accompanied by two proofs of payment, which may include an on-line itinerary showing proof of payment and a credit card or bank statement. All receipts must indicate a zero balance or show that it was paid for by credit card (it will say VISA or show the last 4 digits of your credit card); otherwise, you must include a bank or credit card statement as proof of payment.
  2. Travel Vouchers for reimbursement are to be submitted to Holly Nieusma in the Plant Biology Office within 30 days of return date. Original ticket receipts (travel agency invoices or priced online itineraries) and other original receipts are to be attached to the Travel Voucher. The University requires that all international flights be accompanied by two proofs of payment, which may include an on-line itinerary showing proof of payment and a credit card or bank statement. All receipts must indicate a zero balance or show that it was paid for by credit card (it will say VISA or show the last 4 digits of your credit card); otherwise, you must include a bank or credit card statement as proof of payment.
  3. Generally, reimbursements will be issued by check. If the traveler has a "Direct Deposit Authorization" on file in the Payroll Department, they may request direct deposit of their reimbursement to the bank account they have stipulated on their payroll "Direct Deposit Authorization" form. Selection of direct deposit reimbursement is accomplished by marking the "Direct Deposit Requested" checkbox at the top of the Travel Voucher and providing their MSU ZPID Number (MSUNet ID for Students) in the appropriate space on the form. The choice of either check or direct deposit method of payment is at the option of the traveler.

IV TRAVEL REIMBURSEMENT


  1. Travel Vouchers for reimbursement are to be submitted to Holly Nieusma in the Plant Biology Office within 30 days of return date. Original ticket receipts (travel agency invoices or priced online itineraries) and other original receipts are to be attached to the Travel Voucher. The University requires that all international flights be accompanied by two proofs of payment, which may include an on-line itinerary showing proof of payment and a credit card or bank statement. All receipts must indicate a zero balance or show that it was paid for by credit card (it will say VISA or show the last 4 digits of your credit card); otherwise, you must include a bank or credit card statement as proof of payment.
  2. Generally, reimbursements will be issued by check. If the traveler has a "Direct Deposit Authorization" on file in the Payroll Department, they may request direct deposit of their reimbursement to the bank account they have stipulated on their payroll "Direct Deposit Authorization" form. Selection of direct deposit reimbursement is accomplished by marking the "Direct Deposit Requested" checkbox at the top of the Travel Voucher and providing their MSU ZPID Number (MSUNet ID for Students) in the appropriate space on the form. The choice of either check or direct deposit method of payment is at the option of the traveler.
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