Embedded Files
Please contact the Department of Human Genetics Administrative Manager Ruth Halsey for any travel or hosting questions.
Please contact the Department of Human Genetics Administrative Manager Ruth Halsey for any travel or hosting questions.
Department Expense Delegates can be used for assistance with expense reimbursement. Questions about shortcodes should be directed to your department delegate or research administrator.
Reimbursements to non-employees including students and guests are processed using the Travel and Business Hosting Expense Report (TBHER). Reports should be prepared and submitted to Shared Services Center (SSC).
Resources for purchasing all animals, non-controlled substances, and controlled substances. Visit Procurement Services for more information on Restricted Commodities and Special Approvals.
PeoplePay is U-M’s process to pay for services from individuals rather than businesses. It can also be used to pay individuals for honoraria and royalties as well as pay—or record—prizes, gifts, and awards. The PeoplePay Decision Tool helps you pay a person for non-appointment-related items or services by asking simple questions to help you determine the correct process or form to use.
DHG Travel & Expense Reimbursements (08-02-24).pdfDepartment of Human Genetics Travel & Expense Reimbursement Instructions
Department of Human Genetics Travel & Expense Reimbursement Instructions for Students
Travel Guidelines
Travel Guidelines
Supporting documentation is required for all travel. All documents and receipts should be provided to your delegate / SSC at the time of your request. Submitting incomplete information will delay reimbursement. The University’s Standard Practice Guide (SPG) requires that all expenses be processed within 45 calendar days https://spg.umich.edu/policy/507.10-1.
Starting July 1, 2025, the University will require use of the University’s Collegiate Travel Planners (CTP) system to book all flights related to University business. Flights booked through any other system on or after July 1st, will not be reimbursable.
Starting July 1, 2025, the University will require use of the University’s Collegiate Travel Planners (CTP) system to book all flights related to University business. Flights booked through any other system on or after July 1st, will not be reimbursable.
Booking Travel & Reconciling Expenses
Booking Travel & Reconciling Expenses
Submit a list of expenses to your delegate or to SSC.
Submit a list of expenses to your delegate or to SSC.
Supporting documentation is required for all travel. All documents and receipts should be provided to your delegate / SSC at the time of your request. Submitting incomplete information will delay reimbursement. Expenses should be submitted to your delegate contact or to the Shared Services Center (SSC) within 30 calendar days from the end of travel, date of event, or date of purchase to allow time for processing. Individuals submitting expenses directly to SSC are required to complete in-person training first. Your expense delegate may delay the turn-around time for expense report preparation during peak workload periods, so prompt submission is requested.
Expenses should be submitted to your delegate contact or to the Shared Services Center (SSC) within 30 calendar days from the end of travel, date of event, or date of purchase to allow time for processing. Individuals submitting expenses directly to SSC are required to complete in-person training first. Your expense delegate may delay the turn-around time for expense report preparation during peak workload periods, so prompt submission is requested.
Out-of-pocket expenses and requests for reimbursements that are submitted in excess of 30 calendar days may be considered taxable income. Taxable income reimbursements are unallowable on sponsored funds, so late submissions may be non-reimbursable. Departmental policy requires special approval from the faculty mentor/supervisor and Department Chair.
Reimbursements to employees are processed by Shared Services using Emburse Enterprise: https://ssc.umich.edu/travel-expense/reimbursements-pcard-expenses/. The University of Michigan has upgraded its expense reporting system to a new software solution called Chrome River, which is live as of August 1, 2024. The previous expense management system, Concur, was retired on September 30, 2024. Effective January 17, 2025, Chrome River, the expense management system used by U-M, will be known as Emburse Enterprise. There are no changes to the system’s functionality and users can continue to access it through Wolverine Access—where the new name and logo will appear—with their current login credentials.
Reimbursements to non-employees are processed using the Travel and Business Hosting Expense Report (TBHER). Reports should be prepared and submitted to Shared Services Center (SSC): https://ssc.umich.edu/travel-expense/reimbursements-for-non-employees/
Travel Supporting Documentation
Travel Supporting Documentation
Travel Supporting Documentation
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all expenses. Below are examples.
U-M Employee/Student Travel: Supporting documentation would include conference website, agenda, or program that show the dates, location, purpose, and meals provided at the conference.
Visitor Travel: Agenda or flier related to the visit.
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all hosting expenses.
An agenda or flier related to the visit must be submitted with your expenses.
An attendee list is required for all hosted expenses.
Receipts
Receipts
Michigan Medicine policy requires itemized receipts for all hosting expenses.
Receipts should include vendor, date of expense, description and quantity of items purchased, dollar amount and/or total, and the amount paid. Receipts should also show either the credit card number, “$0 owed”, or “Paid”.
Personal Identifying Information (social security number, visa number, home address, bank account number, etc.) and HIPAA protected information should be redacted from receipt information.
If an itemized receipt is not available, a credit card statement showing the expense may be accepted, on an exception basis.
Shortcodes for Reimbursement
Shortcodes for Reimbursement
Shortcodes for Reimbursement
Shortcodes for Reimbursement
A shortcode is required for all expenses.
Faculty must identify the shortcode for reimbursement for all research staff, research fellows, and students.
The Administrative Manager or Chief Department Administrator must identify the the shortcode for reimbursements for administrative staff, seminar series, or faculty candidate visits.
Business Purpose
Business Purpose
Business Purpose
Business Purpose
The University will reimburse for reasonable, appropriate, and necessary business expenses with a direct University benefit and a clear business purpose. The Business Purpose included with a Chrome River Report or a TBHR should be specific and include the 5 ‘W’s: Who, What, Where, When, and Why.
Why is this an expense the University should pay for (how does this expense related to the research, teaching, clinical, or the academic missions of the University) (especially critical for hosting or purchases - may be self-evident by the “What” section for travel or membership costs)
What was it that you bought, What was the purpose of the event (for hosting), What was the purpose of the trip (for travel)
When was the trip or the hosted event (only needed for travel or hosting)
Where was the trip (only needed for travel)
Who made the purchase (only needed if the purchase for someone else)
Example Business Purpose: Trip to Denver, CO, 11/5 to 11/9 for the ASHG Conference: ASHG,11/5-11/9,Denver,CO
Prior Approval for Travel
Prior Approval for Travel
Prior Approval for Travel
Prior Approval for Travel
Prior approval for travel is required for all staff, research fellows, or students. Please submit an email or document with prior approval for travel. Prior approval requests should include the purpose, location, and dates of travel, with a list of estimated costs, including flight, hotel, per diem, and other transport costs.
Administrative Staff Travel: Requires prior approval of the DHG Chief Department Administrator.
Research Staff, Research Fellow, and Student Travel: Requires prior approval of the faculty mentor/supervisor.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Individuals may combine business and personal travel, but only the business portion of travel will be reimbursable.
Flights: Travelers must provide flight cost comparisons showing the normal business dates of travel flight and the exended flight they seek to take. Any cost difference is the individual’s responsibility. For flights combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Hotels: Lodging costs related to the personal portion of travel is the individual’s responsibility. For hotel expenses combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Per Diem: Per Diem may be provided ONLY for business days of travel.
Meal Expenses, Per Diem, & Tipping
Meal Expenses, Per Diem, & Tipping
Meal Expenses
Meal Expenses
Meal Expenses with U-M travelers cannot be considered "hosting" and are to be reimbursed through Per Diem. See Travel & Expense Guidelines. All U- M employees should request per diem individually.
Hosting meals while on travel status must include non-University of Michigan employees and must have a valid business purpose with a written agenda.
Maximum allowable reimbursement per person for hosting expenses are (inclusive of tax and tip):
Breakfast: $30.00
Lunch: $30.00
Dinner: Meal: $70.00 & Alcohol*: $20.00 (only with dinner)
Michigan Medicine policy permits reimbursement of alcohol costs only at dinner. If alcohol is consumed, if possible, request a separate receipt for the alcohol expenses. If appetizers and alcoholic beverages are served at a reception followed by a dinner with additional alcoholic beverages, then the dollar amount spent on alcohol must be combined from the reception and the dinner and must not exceed the hosting limits.
Hosting that exceeds the limits above will be considered personal expenses which are non-reimbursable. Exceptions are for recruitment, as approved by the Chief Department Administrator or the Department Chair.
Hosting expenses are unallowable on sponsored funds, with rare exceptions. Alcohol expenses are unallowable on general or sponsored funds, with no exceptions. Alcohol expenses must be ‘X-Classed’ in Chrome River or the TBHER.
Per Diem
Per Diem
All faculty, research fellows, staff, and students (regardless of employment status) are reimbursed for meals while on travel using the federal Per Diem rates. Visitors are reimbursed for actual meal costs up to the U-M hosting rates with valid receipts. For more information on hosting visit our Department of Human Genetics Hosting Guidelines page.
You must be on travel status for more than 12 hours to be eligible for Per Diem. The start and end dates should match the business portion of your trip. If submitting for Per Diem separately, provide a detailed flight or travel itinerary to show departure and return dates and times.
Because Per Diem is provided, hosting while on travel status is not permitted without explicit prior approval. Contact the Administrative Manager to request prior approval.
Meals provided by the conference or any other source should be excluded from Per Diem which will lower the Per Diem allowance. A conference agenda should be provided to verify this, if available.
Per Diem in Emburse Enterprise: A Per Diem calculation tool is part of the Emburse Enterprise system.
Per Diem Using TBHER: Use the federal Per Diem calculator at: https://perdiemcalc.net/gsa/.
Tipping Policy
Tipping Policy
In-Person Dining: Tipping maximum is 20%.
Food Delivery: Tipping is recommended at 10%, but tipping maximum is 20%.
Tipping that exceeds 20% are personal expenses and are non-reimbursable. There are no exceptions.
Tips for ground transportation, hotels, and such come from Per Diem and are non-reimbursable.
Flights & Rental Cars
Flights & Rental Cars
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Individuals may combine business and personal travel, but only the business portion of travel will be reimbursable.
Flights: Travelers must provide flight cost comparisons showing the normal business dates of travel flight and the exended flight they seek to take. Any cost difference is the individual’s responsibility. For flights combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Hotels: Lodging costs related to the personal portion of travel is the individual’s responsibility. For hotel expenses combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Per Diem: Per Diem may be provided ONLY for business days of travel.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Booking Flights
Flights MUST be coach/economy and booked at least 14 days before travel. Purchasing flights earlier is recommended to reduce costs.
Flight arrival may be no earlier than the day before the conference. Departure may be no later than the end date of the conference (if it ends mid-day) or the day after the conference. Arrival and departure outside of this is considered personal travel (see “Business Trips Combined with Personal Time” below).
Use of the University’s Collegiate Travel Planners (CTP) ‘Lightening’ system is recommended for all non-employee airfare. Use of the ‘Lightening’ system increases the University’s travel negotiating power. Your Departmental delegate can book flights for non-employees through the ‘Lightening’ system. Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Flights that will be charged to a federal grant must be compliant with the “Fly America Act”, see details below.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Fly America Act
If a flight is charged to federally sponsored funds, it must comply with the Fly America Act, a federal law which requires use of a U.S. air carrier when flying within the U.S. There are limited exceptions.
A reminder that per the SPG, https://spg.umich.edu/policy/507.10-1, the Fly America Act prohibits use of federal funds for the purchase of business class flights.
Additional details available at: https://procurement.umich.edu/fly-america-act-requirements-for-federal-funds/
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Booking Lodging
Travelers should inquire about available government rates, the Big Ten consortium rate, or the conference lodging rate, and select the lowest available rate. When the hotel is the conference or convention site, reimbursement will be limited to the conference rate.
Hotel reservations (no deposit required) should be put be put on a personal credit card.
Hotel deposits may be put on a P-Card with the assistance and approval of the P-Card holder (see “P-Card” below). Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Reservations for Rental Property, such as Airbnb, Home Away, or VRBO should not be put on a P-Card.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Ground Transportation
Reasonable transportation costs to and from the destination of travel are reimbursable. Ride share, taxi, or bus travel are recommended to keep travel costs low.
Personal vehicle mileage and parking at the airport is also reimbursable. Chrome River has a mileage reimbursement function. Include a mileage log for TBHER. See the SPG for additional mileage guidelines: https://spg.umich.edu/policy/507.10-1. Mileage costs in excess of the cost of a flight will be reimbursed at the cost of a flight.
While on travel status, transportation costs to/from University related business meetings are reimbursable.
While on travel status, transportation costs for personal reasons (to/from dining locations), are non-reimbursable.
Hotels & Lodging
Hotels & Lodging
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Individuals may combine business and personal travel, but only the business portion of travel will be reimbursable.
Flights: Travelers must provide flight cost comparisons showing the normal business dates of travel flight and the exended flight they seek to take. Any cost difference is the individual’s responsibility. For flights combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Hotels: Lodging costs related to the personal portion of travel is the individual’s responsibility. For hotel expenses combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Per Diem: Per Diem may be provided ONLY for business days of travel.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Booking Lodging
Travelers should inquire about available government rates, the Big Ten consortium rate, or the conference lodging rate, and select the lowest available rate. When the hotel is the conference or convention site, reimbursement will be limited to the conference rate.
Hotel reservations (no deposit required) should be put be put on a personal credit card.
Hotel deposits may be put on a P-Card with the assistance and approval of the P-Card holder (see “P-Card” below). Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Reservations for Rental Property, such as Airbnb, Home Away, or VRBO should not be put on a P-Card.
Airport Transportation
Airport Transportation
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Ground Transportation
Reasonable transportation costs to and from the destination of travel are reimbursable. Ride share, taxi, or bus travel are recommended to keep travel costs low.
Personal vehicle mileage and parking at the airport is also reimbursable. Chrome River has a mileage reimbursement function. Include a mileage log for TBHER. See the SPG for additional mileage guidelines: https://spg.umich.edu/policy/507.10-1. Mileage costs in excess of the cost of a flight will be reimbursed at the cost of a flight.
While on travel status, transportation costs to/from University related business meetings are reimbursable.
While on travel status, transportation costs for personal reasons (to/from dining locations), are non-reimbursable.
Rackham Travel Grants
Request for a travel grant must include the name of the Graduate Program Administrator for their specific program (Molly Martin, mollymu, Genetic Counseling Program; Ashley Andreae, smash, PhD Program & MS Program).
Individuals receiving Rackham Travel Grants should pay all costs out of pocket and any costs above and beyond the Rackham Travel Grant may be reimbursed before either after award is issued or following travel. If notification of a Rackham Travel Grant Award is delayed, and flights booking is required to be compliant with University policy, please see the Administrative Manager.
Using your P-Card for travel
The University of Michigan Purchasing Cards (P-Card) are issued only to DHG faculty and regular administrative staff.
If an employee is on medical or family care leave, the P-Card will be suspended.
P-Cards may be used solely for purchases related to official U-M business. If an employee knowingly and repeatedly uses a P-Card for personal expenses, the P-Card may be terminated.
P-Cards may be used ONLY by the individual to whom the P-Card was issued. Individuals are personally financially responsible for all expenses incurred on their P-Card.
If an employee fails to submit documentation for expense processing within 30 days, the P-Card may be terminated.
Reconciliation of P-Card expenses and reimbursements for employees must be processed using Chrome River.
Hosting Guidelines
Hosting Guidelines
The University will reimburse for reasonable, appropriate, and necessary hosting expenses with a direct University benefit and business purpose. This includes meals with guests, recruits, colleagues, or donors, associated with the Department’s missions of education or research, during which focused business discussions take place. Hosting with a vague purposes (such as “to foster collaboration between departments”) are not permitted.
The University’s Standard Practice Guide (SPG) requires that all expenses be processed within 45 calendar days https://spg.umich.edu/policy/507.10-1.
Starting July 1, 2025, the University will require use of the University’s Collegiate Travel Planners (CTP) system to book all flights related to University business. Flights booked through any other system on or after July 1st, will not be reimbursable.
Starting July 1, 2025, the University will require use of the University’s Collegiate Travel Planners (CTP) system to book all flights related to University business. Flights booked through any other system on or after July 1st, will not be reimbursable.
Booking Travel & Reconciling Expenses
Booking Travel & Reconciling Expenses
Submit a list of expenses to your delegate or to SSC.
Submit a list of expenses to your delegate or to SSC.
Supporting documentation is required for all travel. All documents and receipts should be provided to your delegate / SSC at the time of your request. Submitting incomplete information will delay reimbursement. Expenses should be submitted to your delegate contact or to the Shared Services Center (SSC) within 30 calendar days from the end of travel, date of event, or date of purchase to allow time for processing. Individuals submitting expenses directly to SSC are required to complete in-person training first. Your expense delegate may delay the turn-around time for expense report preparation during peak workload periods, so prompt submission is requested.
Expenses should be submitted to your delegate contact or to the Shared Services Center (SSC) within 30 calendar days from the end of travel, date of event, or date of purchase to allow time for processing. Individuals submitting expenses directly to SSC are required to complete in-person training first. Your expense delegate may delay the turn-around time for expense report preparation during peak workload periods, so prompt submission is requested.
Out-of-pocket expenses and requests for reimbursements that are submitted in excess of 30 calendar days may be considered taxable income. Taxable income reimbursements are unallowable on sponsored funds, so late submissions may be non-reimbursable. Departmental policy requires special approval from the faculty mentor/supervisor and Department Chair.
Reimbursements to non-employees are processed using the Travel and Business Hosting Expense Report (TBHER). Reports should be prepared and submitted to Shared Services Center (SSC): https://ssc.umich.edu/travel-expense/reimbursements-for-non-employees/
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all hosting expenses.
An agenda or flier related to the visit must be submitted with your expenses.
An attendee list is required for all hosted expenses.
Travel Supporting Documentation
Travel Supporting Documentation
Travel Supporting Documentation
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all expenses. Below are examples.
U-M Employee/Student Travel: Supporting documentation would include conference website, agenda, or program that show the dates, location, purpose, and meals provided at the conference.
Visitor Travel: Agenda or flier related to the visit.
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all hosting expenses.
An agenda or flier related to the visit must be submitted with your expenses.
An attendee list is required for all hosted expenses.
Receipts
Receipts
Michigan Medicine policy requires itemized receipts for all hosting expenses.
Receipts should include vendor, date of expense, description and quantity of items purchased, dollar amount and/or total, and the amount paid. Receipts should also show either the credit card number, “$0 owed”, or “Paid”.
Personal Identifying Information (social security number, visa number, home address, bank account number, etc.) and HIPAA protected information should be redacted from receipt information.
If an itemized receipt is not available, a credit card statement showing the expense may be accepted, on an exception basis.
Shortcodes for Reimbursement
Shortcodes for Reimbursement
Shortcodes for Reimbursement
Shortcodes for Reimbursement
A shortcode is required for all expenses.
Faculty must identify the shortcode for reimbursement for all research staff, research fellows, and students.
The Administrative Manager or Chief Department Administrator must identify the the shortcode for reimbursements for administrative staff, seminar series, or faculty candidate visits.
Business Purpose
Business Purpose
Business Purpose
Business Purpose
The University will reimburse for reasonable, appropriate, and necessary business expenses with a direct University benefit and a clear business purpose. The Business Purpose included with a Chrome River Report or a TBHR should be specific and include the 5 ‘W’s: Who, What, Where, When, and Why.
Why is this an expense the University should pay for (how does this expense related to the research, teaching, clinical, or the academic missions of the University) (especially critical for hosting or purchases - may be self-evident by the “What” section for travel or membership costs)
What was it that you bought, What was the purpose of the event (for hosting), What was the purpose of the trip (for travel)
When was the trip or the hosted event (only needed for travel or hosting)
Where was the trip (only needed for travel)
Who made the purchase (only needed if the purchase for someone else)
Example Business Purpose: Trip to Denver, CO, 11/5 to 11/9 for the ASHG Conference: ASHG,11/5-11/9,Denver,CO
Meal Expenses, Per Diem, & Tipping
Meal Expenses, Per Diem, & Tipping
Meal Expenses
Meal Expenses
Meal Expenses with U-M travelers cannot be considered "hosting" and are to be reimbursed through Per Diem. See Travel & Expense Guidelines. All U- M employees should request per diem individually.
Hosting meals while on travel status must include non-University of Michigan employees and must have a valid business purpose with a written agenda.
Maximum allowable reimbursement per person for hosting expenses are (inclusive of tax and tip):
Breakfast: $30.00
Lunch: $30.00
Dinner: Meal: $70.00 & Alcohol*: $20.00 (only with dinner)
Michigan Medicine policy permits reimbursement of alcohol costs only at dinner. If alcohol is consumed, if possible, request a separate receipt for the alcohol expenses. If appetizers and alcoholic beverages are served at a reception followed by a dinner with additional alcoholic beverages, then the dollar amount spent on alcohol must be combined from the reception and the dinner and must not exceed the hosting limits.
Hosting that exceeds the limits above will be considered personal expenses which are non-reimbursable. Exceptions are for recruitment, as approved by the Chief Department Administrator or the Department Chair.
Hosting expenses are unallowable on sponsored funds, with rare exceptions. Alcohol expenses are unallowable on general or sponsored funds, with no exceptions. Alcohol expenses must be ‘X-Classed’ in Chrome River or the TBHER.
Per Diem
Per Diem
All faculty, research fellows, staff, and students (regardless of employment status) are reimbursed for meals while on travel using the federal Per Diem rates. Visitors are reimbursed for actual meal costs up to the U-M hosting rates with valid receipts. For more information on hosting visit our Department of Human Genetics Hosting Guidelines page.
You must be on travel status for more than 12 hours to be eligible for Per Diem. The start and end dates should match the business portion of your trip. If submitting for Per Diem separately, provide a detailed flight or travel itinerary to show departure and return dates and times.
Because Per Diem is provided, hosting while on travel status is not permitted without explicit prior approval. Contact the Administrative Manager to request prior approval.
Meals provided by the conference or any other source should be excluded from Per Diem which will lower the Per Diem allowance. A conference agenda should be provided to verify this, if available.
Per Diem in Emburse Enterprise: A Per Diem calculation tool is part of the Emburse Enterprise system.
Per Diem Using TBHER: Use the federal Per Diem calculator at: https://perdiemcalc.net/gsa/.
Tipping Policy
Tipping Policy
In-Person Dining: Tipping maximum is 20%.
Food Delivery: Tipping is recommended at 10%, but tipping maximum is 20%.
Tipping that exceeds 20% are personal expenses and are non-reimbursable. There are no exceptions.
Tips for ground transportation, hotels, and such come from Per Diem and are non-reimbursable.
Flights & Rental Cars
Flights & Rental Cars
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Individuals may combine business and personal travel, but only the business portion of travel will be reimbursable.
Flights: Travelers must provide flight cost comparisons showing the normal business dates of travel flight and the exended flight they seek to take. Any cost difference is the individual’s responsibility. For flights combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Hotels: Lodging costs related to the personal portion of travel is the individual’s responsibility. For hotel expenses combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Per Diem: Per Diem may be provided ONLY for business days of travel.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Booking Flights
Flights MUST be coach/economy and booked at least 14 days before travel. Purchasing flights earlier is recommended to reduce costs.
Flight arrival may be no earlier than the day before the conference. Departure may be no later than the end date of the conference (if it ends mid-day) or the day after the conference. Arrival and departure outside of this is considered personal travel (see “Business Trips Combined with Personal Time” below).
Use of the University’s Collegiate Travel Planners (CTP) ‘Lightening’ system is recommended for all non-employee airfare. Use of the ‘Lightening’ system increases the University’s travel negotiating power. Your Departmental delegate can book flights for non-employees through the ‘Lightening’ system. Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Flights that will be charged to a federal grant must be compliant with the “Fly America Act”, see details below.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Fly America Act
If a flight is charged to federally sponsored funds, it must comply with the Fly America Act, a federal law which requires use of a U.S. air carrier when flying within the U.S. There are limited exceptions.
A reminder that per the SPG, https://spg.umich.edu/policy/507.10-1, the Fly America Act prohibits use of federal funds for the purchase of business class flights.
Additional details available at: https://procurement.umich.edu/fly-america-act-requirements-for-federal-funds/
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Booking Lodging
Travelers should inquire about available government rates, the Big Ten consortium rate, or the conference lodging rate, and select the lowest available rate. When the hotel is the conference or convention site, reimbursement will be limited to the conference rate.
Hotel reservations (no deposit required) should be put be put on a personal credit card.
Hotel deposits may be put on a P-Card with the assistance and approval of the P-Card holder (see “P-Card” below). Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Reservations for Rental Property, such as Airbnb, Home Away, or VRBO should not be put on a P-Card.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Ground Transportation
Reasonable transportation costs to and from the destination of travel are reimbursable. Ride share, taxi, or bus travel are recommended to keep travel costs low.
Personal vehicle mileage and parking at the airport is also reimbursable. Chrome River has a mileage reimbursement function. Include a mileage log for TBHER. See the SPG for additional mileage guidelines: https://spg.umich.edu/policy/507.10-1. Mileage costs in excess of the cost of a flight will be reimbursed at the cost of a flight.
While on travel status, transportation costs to/from University related business meetings are reimbursable.
While on travel status, transportation costs for personal reasons (to/from dining locations), are non-reimbursable.
Hotels & Lodging
Hotels & Lodging
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Individuals may combine business and personal travel, but only the business portion of travel will be reimbursable.
Flights: Travelers must provide flight cost comparisons showing the normal business dates of travel flight and the exended flight they seek to take. Any cost difference is the individual’s responsibility. For flights combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Hotels: Lodging costs related to the personal portion of travel is the individual’s responsibility. For hotel expenses combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Per Diem: Per Diem may be provided ONLY for business days of travel.
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Booking Lodging
Travelers should inquire about available government rates, the Big Ten consortium rate, or the conference lodging rate, and select the lowest available rate. When the hotel is the conference or convention site, reimbursement will be limited to the conference rate.
Hotel reservations (no deposit required) should be put be put on a personal credit card.
Hotel deposits may be put on a P-Card with the assistance and approval of the P-Card holder (see “P-Card” below). Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Reservations for Rental Property, such as Airbnb, Home Away, or VRBO should not be put on a P-Card.
Airport Transportation
Airport Transportation
Business Trips Combined with Personal Time
Business Trips Combined with Personal Time
Ground Transportation
Reasonable transportation costs to and from the destination of travel are reimbursable. Ride share, taxi, or bus travel are recommended to keep travel costs low.
Personal vehicle mileage and parking at the airport is also reimbursable. Chrome River has a mileage reimbursement function. Include a mileage log for TBHER. See the SPG for additional mileage guidelines: https://spg.umich.edu/policy/507.10-1. Mileage costs in excess of the cost of a flight will be reimbursed at the cost of a flight.
While on travel status, transportation costs to/from University related business meetings are reimbursable.
While on travel status, transportation costs for personal reasons (to/from dining locations), are non-reimbursable.
Expense & Travel Quick Links
Expense & Travel Quick Links
End-User Support
End-User Support
Please contact the Department of Human Genetics Purchasing Agent Jeff Creech for any purchasing questions.
For help with shopping the Marketsite+ catalogs:
Contact 4HELP@umich.edu, 764-HELP (734-764-4357), ITS 4-Help Service Desk
Step-by-step job aids and simulations via the My Learning & Information Center (My LINC) are available to assist you with navigating the site.
For questions about the new sourcing and contracting request forms:
Review this Customer Support Toolkit and this Communications Tips and Tricks slide deck
Contact SSC Finance Customer Care procurement.services@umich.edu, 734-615-2000 option 3, option 3
Original Information
Original Information
How to Reconcile Hosting Expenses
How to Reconcile Hosting Expenses
Submit a list of expenses to your delegate or to SSC.
Submit a list of expenses to your delegate or to SSC.
Supporting documentation is required for all travel. All documents and receipts should be provided to your delegate / SSC at the time of your request. Submitting incomplete information will delay reimbursement.
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all hosting expenses.
An agenda or flier related to the visit must be submitted with your expenses.
An attendee list is required for all hosted expenses.
Receipts
Michigan Medicine policy requires itemized receipts for all hosting expenses.
Receipts should include vendor, date of expense, description and quantity of items purchased, dollar amount and/or total, and the amount paid. Receipts should also show either the credit card number, “$0 owed”, or “Paid”.
Personal Identifying Information (social security number, visa number, home address, bank account number, etc.) and HIPAA protected information should be redacted from receipt information.
If an itemized receipt is not available, a credit card statement showing the expense may be accepted, on an exception basis.
Shortcodes for Reimbursement
A shortcode is required for all expenses.
Faculty must identify the shortcode for reimbursement for all research staff, research fellows, and students.
The Administrative Manager or Chief Department Administrator must identify the the shortcode for reimbursements for administrative staff, seminar series, or faculty candidate visits.
.
Business Purpose
The University will reimburse for reasonable, appropriate, and necessary business expenses with a direct University benefit and a clear business purpose. The Business Purpose included with a Chrome River Report or a TBHR should be specific and include the 5 ‘W’s: Who, What, Where, When, and Why.
Why is this an expense the University should pay for (how does this expense related to the research, teaching, clinical, or the academic missions of the University) (especially critical for hosting or purchases - may be self-evident by the “What” section for travel or membership costs)
What was it that you bought, What was the purpose of the event (for hosting), What was the purpose of the trip (for travel)
When was the trip or the hosted event (only needed for travel or hosting)
Where was the trip (only needed for travel)
Who made the purchase (only needed if the purchase for someone else)
Example Business Purpose: Trip to Denver, CO, 11/5 to 11/9 for the ASHG Conference: ASHG,11/5-11/9,Denver,CO
Meal Expenses
Meal Expenses with U-M travelers cannot be considered "hosting" and are to be reimbursed through Per Diem. See Travel & Expense Guidelines. All U- M employees should request per diem individually.
Hosting meals while on travel status must include non-University of Michigan employees and must have a valid business purpose with a written agenda.
Maximum allowable reimbursement per person for hosting expenses are (inclusive of tax and tip):
Breakfast: $30.00
Lunch: $30.00
Dinner: Meal: $70.00 & Alcohol*: $20.00 (only with dinner)
Michigan Medicine policy permits reimbursement of alcohol costs only at dinner. If alcohol is consumed, if possible, request a separate receipt for the alcohol expenses. If appetizers and alcoholic beverages are served at a reception followed by a dinner with additional alcoholic beverages, then the dollar amount spent on alcohol must be combined from the reception and the dinner and must not exceed the hosting limits.
Hosting that exceeds the limits above will be considered personal expenses which are non-reimbursable. Exceptions are for recruitment, as approved by the Chief Department Administrator or the Department Chair.
Hosting expenses are unallowable on sponsored funds, with rare exceptions. Alcohol expenses are unallowable on general or sponsored funds, with no exceptions. Alcohol expenses must be ‘X-Classed’ in Chrome River or the TBHER.
Tipping Policy
In-Person Dining: Tipping maximum is 20%.
Food Delivery: Tipping is recommended at 10%, but tipping maximum is 20%.
Tipping that exceeds 20% are personal expenses and are non-reimbursable. There are no exceptions.
Tips for ground transportation, hotels, and such come from Per Diem and are non-reimbursable.
Booking Flights
Flights MUST be coach/economy and booked at least 14 days before travel. Purchasing flights earlier is recommended to reduce costs.
Flight arrival may be no earlier than the day before the conference. Departure may be no later than the end date of the conference (if it ends mid-day) or the day after the conference. Arrival and departure outside of this is considered personal travel (see “Business Trips Combined with Personal Time” below).
Use of the University’s Collegiate Travel Planners (CTP) ‘Lightening’ system is recommended for all non-employee airfare. Use of the ‘Lightening’ system increases the University’s travel negotiating power. Your Departmental delegate can book flights for non-employees through the ‘Lightening’ system. Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Flights that will be charged to a federal grant must be compliant with the “Fly America Act”, see details below.
Fly America Act
If a flight is charged to federally sponsored funds, it must comply with the Fly America Act, a federal law which requires use of a U.S. air carrier when flying within the U.S. There are limited exceptions.
A reminder that per the SPG, https://spg.umich.edu/policy/507.10-1, the Fly America Act prohibits use of federal funds for the purchase of business class flights.
Additional details available at: https://procurement.umich.edu/fly-america-act-requirements-for-federal-funds/
Booking Lodging
Travelers should inquire about available government rates, the Big Ten consortium rate, or the conference lodging rate, and select the lowest available rate. When the hotel is the conference or convention site, reimbursement will be limited to the conference rate.
Hotel reservations (no deposit required) should be put be put on a personal credit card.
Hotel deposits may be put on a P-Card with the assistance and approval of the P-Card holder (see “P-Card” below). Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Reservations for Rental Property, such as Airbnb, Home Away, or VRBO should not be put on a P-Card.
Ground Transportation
Reasonable transportation costs to and from the destination of travel are reimbursable. Ride share, taxi, or bus travel are recommended to keep travel costs low.
Personal vehicle mileage and parking at the airport is also reimbursable. Chrome River has a mileage reimbursement function. Include a mileage log for TBHER. See the SPG for additional mileage guidelines: https://spg.umich.edu/policy/507.10-1. Mileage costs in excess of the cost of a flight will be reimbursed at the cost of a flight.
While on travel status, transportation costs to/from University related business meetings are reimbursable.
While on travel status, transportation costs for personal reasons (to/from dining locations), are non-reimbursable.
How to Reconcile Travel Expenses
How to Reconcile Travel Expenses
Submit a list of expenses to your delegate or to SSC.
Submit a list of expenses to your delegate or to SSC.
Supporting documentation is required for all travel. All documents and receipts should be provided to your delegate / SSC at the time of your request. Submitting incomplete information will delay reimbursement.
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all expenses. Below are examples.
U-M Employee/Student Travel: Supporting documentation would include conference website, agenda, or program that show the dates, location, purpose, and meals provided at the conference.
Visitor Travel: Agenda or flier related to the visit.
Travel Supporting Documentation
Michigan Medicine policy requires travel supporting documentation for all hosting expenses.
An agenda or flier related to the visit must be submitted with your expenses.
An attendee list is required for all hosted expenses.
Receipts
Michigan Medicine policy requires itemized receipts for all hosting expenses.
Receipts should include vendor, date of expense, description and quantity of items purchased, dollar amount and/or total, and the amount paid. Receipts should also show either the credit card number, “$0 owed”, or “Paid”.
Personal Identifying Information (social security number, visa number, home address, bank account number, etc.) and HIPAA protected information should be redacted from receipt information.
If an itemized receipt is not available, a credit card statement showing the expense may be accepted, on an exception basis.
Shortcodes for Reimbursement
A shortcode is required for all expenses.
Faculty must identify the shortcode for reimbursement for all research staff, research fellows, and students.
The Administrative Manager or Chief Department Administrator must identify the the shortcode for reimbursements for administrative staff, seminar series, or faculty candidate visits.
Business Purpose
The University will reimburse for reasonable, appropriate, and necessary business expenses with a direct University benefit and a clear business purpose. The Business Purpose included with a Chrome River Report or a TBHR should be specific and include the 5 ‘W’s: Who, What, Where, When, and Why.
Why is this an expense the University should pay for (how does this expense related to the research, teaching, clinical, or the academic missions of the University) (especially critical for hosting or purchases - may be self-evident by the “What” section for travel or membership costs)
What was it that you bought, What was the purpose of the event (for hosting), What was the purpose of the trip (for travel)
When was the trip or the hosted event (only needed for travel or hosting)
Where was the trip (only needed for travel)
Who made the purchase (only needed if the purchase for someone else)
Example Business Purpose: Trip to Denver, CO, 11/5 to 11/9 for the ASHG Conference: ASHG,11/5-11/9,Denver,CO
Prior Approval for Travel
Prior approval for travel is required for all staff, research fellows, or students. Please submit an email or document with prior approval for travel. Prior approval requests should include the purpose, location, and dates of travel, with a list of estimated costs, including flight, hotel, per diem, and other transport costs.
Administrative Staff Travel: Requires prior approval of the DHG Chief Department Administrator.
Research Staff, Research Fellow, and Student Travel: Requires prior approval of the faculty mentor/supervisor.
Business Trips Combined with Personal Time
Individuals may combine business and personal travel, but only the business portion of travel will be reimbursable.
Flights: Travelers must provide flight cost comparisons showing the normal business dates of travel flight and the exended flight they seek to take. Any cost difference is the individual’s responsibility. For flights combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Hotels: Lodging costs related to the personal portion of travel is the individual’s responsibility. For hotel expenses combining business and personal travel, the traveler should pay out of pocket and request reimbursement.
Per Diem: Per Diem may be provided ONLY for business days of travel.
Meal Expenses
Meal Expenses with U-M travelers cannot be considered "hosting" and are to be reimbursed through Per Diem. See Travel & Expense Guidelines. All U- M employees should request per diem individually.
Hosting meals while on travel status must include non-University of Michigan employees and must have a valid business purpose with a written agenda.
Maximum allowable reimbursement per person for hosting expenses are (inclusive of tax and tip):
Breakfast: $30.00
Lunch: $30.00
Dinner: Meal: $70.00 & Alcohol*: $20.00 (only with dinner)
Michigan Medicine policy permits reimbursement of alcohol costs only at dinner. If alcohol is consumed, if possible, request a separate receipt for the alcohol expenses. If appetizers and alcoholic beverages are served at a reception followed by a dinner with additional alcoholic beverages, then the dollar amount spent on alcohol must be combined from the reception and the dinner and must not exceed the hosting limits.
Hosting that exceeds the limits above will be considered personal expenses which are non-reimbursable. Exceptions are for recruitment, as approved by the Chief Department Administrator or the Department Chair.
Hosting expenses are unallowable on sponsored funds, with rare exceptions. Alcohol expenses are unallowable on general or sponsored funds, with no exceptions. Alcohol expenses must be ‘X-Classed’ in Chrome River or the TBHER.
Per Diem
All faculty, research fellows, staff, and students (regardless of employment status) are reimbursed for meals while on travel using the federal Per Diem rates. Visitors are reimbursed for actual meal costs up to the U-M hosting rates with valid receipts. For more information on hosting visit our Department of Human Genetics Hosting Guidelines page.
You must be on travel status for more than 12 hours to be eligible for Per Diem. The start and end dates should match the business portion of your trip. If submitting for Per Diem separately, provide a detailed flight or travel itinerary to show departure and return dates and times.
Because Per Diem is provided, hosting while on travel status is not permitted without explicit prior approval. Contact the Administrative Manager to request prior approval.
Meals provided by the conference or any other source should be excluded from Per Diem which will lower the Per Diem allowance. A conference agenda should be provided to verify this, if available.
Per Diem in Emburse Enterprise: A Per Diem calculation tool is part of the Emburse Enterprise system.
Per Diem Using TBHER: Use the federal Per Diem calculator at: https://perdiemcalc.net/gsa/.
Tipping Policy
In-Person Dining: Tipping maximum is 20%.
Food Delivery: Tipping is recommended at 10%, but tipping maximum is 20%.
Tipping that exceeds 20% are personal expenses and are non-reimbursable. There are no exceptions.
Tips for ground transportation, hotels, and such come from Per Diem and are non-reimbursable.
Booking Flights
Flights MUST be coach/economy and booked at least 14 days before travel. Purchasing flights earlier is recommended to reduce costs.
Flight arrival may be no earlier than the day before the conference. Departure may be no later than the end date of the conference (if it ends mid-day) or the day after the conference. Arrival and departure outside of this is considered personal travel (see “Business Trips Combined with Personal Time” below).
Use of the University’s Collegiate Travel Planners (CTP) ‘Lightening’ system is recommended for all non-employee airfare. Use of the ‘Lightening’ system increases the University’s travel negotiating power. Your Departmental delegate can book flights for non-employees through the ‘Lightening’ system. Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Flights that will be charged to a federal grant must be compliant with the “Fly America Act”, see details below.
Fly America Act
If a flight is charged to federally sponsored funds, it must comply with the Fly America Act, a federal law which requires use of a U.S. air carrier when flying within the U.S. There are limited exceptions.
A reminder that per the SPG, https://spg.umich.edu/policy/507.10-1, the Fly America Act prohibits use of federal funds for the purchase of business class flights.
Additional details available at: https://procurement.umich.edu/fly-america-act-requirements-for-federal-funds/
Booking Lodging
Travelers should inquire about available government rates, the Big Ten consortium rate, or the conference lodging rate, and select the lowest available rate. When the hotel is the conference or convention site, reimbursement will be limited to the conference rate.
Hotel reservations (no deposit required) should be put be put on a personal credit card.
Hotel deposits may be put on a P-Card with the assistance and approval of the P-Card holder (see “P-Card” below). Exception to this are individuals receiving Rackham Travel Grants (see “Rackham Travel Grants” below).
Reservations for Rental Property, such as Airbnb, Home Away, or VRBO should not be put on a P-Card.
Ground Transportation
Reasonable transportation costs to and from the destination of travel are reimbursable. Ride share, taxi, or bus travel are recommended to keep travel costs low.
Personal vehicle mileage and parking at the airport is also reimbursable. Chrome River has a mileage reimbursement function. Include a mileage log for TBHER. See the SPG for additional mileage guidelines: https://spg.umich.edu/policy/507.10-1. Mileage costs in excess of the cost of a flight will be reimbursed at the cost of a flight.
While on travel status, transportation costs to/from University related business meetings are reimbursable.
While on travel status, transportation costs for personal reasons (to/from dining locations), are non-reimbursable.
Marking Orders as Received:
Directions on how to access ePro Receiving and how to mark orders as received are available here: https://mylinccontent.dsc.umich.edu/mais/html/PR_EP_CasualReceiving.html
You should mark all orders placed by M-Marketsite and Purchase Request Form as ‘Received’ in the Procurement System
Each month Rick will send the Lab Managers a list of items purchased in the last month, but not yet marked as ‘Received’.
Page updated 1/29/2026.
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