Purpose
These policies are intended as a guide to reimburse employees for University-related expenses. The responsibility to observe carefully the guidelines rests both with the employee and the department chair who certifies conformance to these guidelines by approving the reimbursement request. The same judgment and consideration applies to expense accounts as to any University transaction. Reimbursement should be sought and authorized only for expenses that conform to University policy, are reasonable and customary, and are not personal in nature.
Responsibility
These policies and related procedures are also needed to meet federal tax law requirements, state of Michigan policies, and third-party sponsoring agency regulations. They will ensure consistent and fair treatment among departments throughout the University and the uniform reporting of financial results. In general, the quality of travel, accommodations, business meals, and related expenses should be governed by what is reasonable and appropriate to the purpose involved. The University does not require sacrifice on the part of its personnel where safety, comfort, and convenience are concerned, nor does it permit excessive spending.
The University respects the personal integrity of each employee and conducts expense account affairs accordingly. University employees who falsify travel expense reports are subject to discipline, up to and including discharge.
Travel Policy
Anyone seeking reimbursement for University related travel should follow Michigan Tech University's travel policies.
See Financial Services and Operations' Travel Procedures for additional information related to international travel.
Revised:
2/13/2017 - Annual Review: To reflect current language changed "is found on Financial
SVCS website." to "is found on Financial Services website."
12/08/2016 - Annual Review: To reflect current practice, addition of "Private Residence
Allowance - An allowance of $10/night may be claimed if staying at a private residence
with family of friends." to the Travel Policy section. Expanding on the location of
the per diem rates "A listing of the per diem rate for various cities around the U.S.
is found on Financial SVCS website." Removal of the Personal sub-section of the Telephone
section "Personal - To a reasonable extent, the University will pay charges (substantiated
as in "Business" above) for personal long distance calls of normal duration when away
from home on business; however, such calls should be limited to one per day." Addition
of "*If international travel is being paid on a general fund (A1XXXX), additional
prior approval of the time appropriate Vice President is also required." to the International
Travel section.
01/27/2015 - Annual Review: To reflect current practice, the email address for questions
is now policy@mtu.edu. Item J. Dependent Care read "Dependent care expenses in excess of those normally
experienced will be reimbursed to Michigan Tech employees traveling on University
business" now reads "Dependent care expenses above and beyond regular department care
costs that directly result from travel on University business will be reimbursed".
The last sentence on the page read "See Accounting's ..." now reads "See Financial
Services and Operations' ...".
02/13/2014 - Annual Review: Updated Michigan Tech and Handbook banners. Under Responsibilities,
the third sentence read: "In general, the quality of travel, accommodations, entertainment,
and related expenses should be governed by what is reasonable and appropriate to the
purpose involved." and now reads: "In general, the quality of travel, accommodations,
business meals, and related expenses should be governed by what is reasonable and
appropriate to the purpose involved." Under Travel Policy, item D. Taxi and Other
Local Transportation, added the last sentence "Receipts are required when the costs
exceed the maximum amount." Item G. Tips, the last sentence was added: "Actual tips
up to a daily maximum are allowed." Item H. Telephone, added "Employees who receive
a monthly cell phone allowance may not request reimbursement for telephone calls."
Under J. Dependent Care, the last sentence "Receipts are required and a maximum of
$50/day will be paid." now reads "Receipts are required and a daily maximum will be
paid."
03/20/2013 - Annual Review: From the paragraph under Taxi and Other Local Transportation,
the sentence "Alternative arrangements from travel to the airport should be made when
the airport charges will exceed the cost of a two-way taxi or limousine service."
was deleted; and under Tips, the sentence that read "...such as food services, porters,
etc." now reads "...such as services, porters, etc."
06/14/2011 - Annual Review: From Item A, the sentence "It is the employee's responsibility
to cancel reservations by 6 p.m. local time of the hotel, or earlier if required"
now reads "It is the employee's responsibility to cancel reservations by the required
time of the hotel"; the sentence "If there is a chance that arrival will be later
than 6 p.m., employees should request a guaranteed late arrival reservation on their
credit card" now reads "If there is a chance that arrival will be later than the
required check-in time, employees should request a guaranteed late arrival reservation
on their credit card." From item H, deleted "Employees who have a University calling
card should use it for business calls. To receive a University calling card, call
Information Technology Telecommunication Support, phone 2800." and "The University
calling card may be used for these calls." From item L, the sentence "All international
travel must have the prior approval of the President" now reads "All international
travel must have the prior approval of the Dean/Department Chair/Director or higher
in the supervisory chain-of-command." Changes made to reflect current practice and
University titles, the email address for questions is now hbwebmaster.
07/18/2024 - Removed travel policy language and linked to the University's policy
related to travel.