Hosting Guidelines

How to Reconcile Hosting Expenses

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.

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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.