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DEPARTMENT OF HUMAN GENETICS INTERNAL RESOURCES
Starting July 1st, 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.
Department of Human Genetics Student
Department of Human Genetics Student
Travel & Expense Presentation
Travel & Expense Presentation
April 2024 - Student Travel & Expense Training Presentation.pptxDepartment of Human Genetics
Department of Human Genetics
Travel & Purchasing Guidelines
Travel & Purchasing Guidelines
DHG Travel & Expense Reimbursements (08-02-24).pdfExpense Reimbursements
Expense Reimbursements
Questions should be directed to Ruth Halsey, Administrative Manager, halseyr@med.umich.edu.
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.
Expenses should be submitted to your delegate contact or to the Shared Services Center (SSC) within 30 calendar days from 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. Turn-around for report preparation by your expense delegate may be delayed during peak workload periods, so prompt submission is requested.
A list of Department delegates for assistance with expense reimbursement is available here.
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 Guidelines & Reconciliation
Travel Guidelines & Reconciliation
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.
Receipts
Michigan Medicine policy requires itemized receipts for all expenses. Exceptions include mileage and Per Diem.
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 Emburse Enterprise 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.
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/.
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 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. Emburse Enterprise 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.
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.
Travel Advances
Per the University Standard Practice Guide, travel advances are permitted only for regular staff or faculty.
Because Emburse Enterprise allows for prompt reimbursement, the Department of Human Genetics does not permit for travel advances.
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 Emburse Enterprise.
University Policies
University Policies
MM Reference Policies on Purchasing
SPG 507.01 Procurement General Policies
About University of Michigan Purchasing
What if I already know which supplier I want to use?
What kind of information should I provide?
HOSTING POLICIES
HOSTING POLICIES
SPG 507.10-1 Travel and Business Hosting Expense Policy
Travel & Expense Resources
SPG 507.10-1 Travel and Business Hosting Expense Policy
Travel & Expense Reporting Support
Booking with Collegiate Travel Planners Support
Reimbursements for Non-Employees, Students, and Guests
Travel & Expense Reimbursements Student Presentation
HG Travel & Expense Reimbursement Guidelines
Michigan Medicine Reference and Policies Guide for travel, hosting, concur, and P-Cards
Booking with Collegiate Travel Planners
Travel and Business Hosting Expense Report (TBHER) - Used for Students and Guests
Travel and Business Hosting Expense Policy - SPG 507.10-1 (III/D)
POLICIES & RESOURCES
Michigan Medicine Travel Guidelines Overview: https://msa.med.umich.edu/files/travel-guidelines-one-page-overview-0
Michigan Medicine Reference and Policies Guide for travel, hosting, Emburse Enterprise, and P-Cards: https://msa.med.umich.edu/files/michigan-medicine-reference-policies-guide
Summary of Reimbursable and Non-Reimbursable Expenses for Travel (log-in with Level 1 password): https://teamdynamix.umich.edu/TDClient/68/Portal/KB/ArticleDet?ID=8557
Travel and Business Hosting Expense Policy: https://spg.umich.edu/policy/507.10-1
International Travel Policy: https://spg.umich.edu/policy/601.31
Airport Codes:
https://www.world-airport-codes.com/
Business Purpose Guide (log-in with Level 1 information): https://teamdynamix.umich.edu/TDClient/68/Portal/KB/ArticleDet?ID=9212
Michigan Medicine Administration Policy Updates: https://msa.med.umich.edu/updates
List of U.S. Air Carriers:
https://www.transportation.gov/policy/aviation-policy/certificated-air-carriers-list
Michigan Medicine Reference & Policies Guide 020724.pdfPage updated
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