This online handbook summarizes those University
travel policies and procedures presently in effect. It also includes
other detailed information for reimbursed business travel. Please
reference MSU’s Manual of Business Procedures, Volume 1,
Section 70: Travel Regulations via at www.ctlr.msu.edu
for complete policy information.
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| A.
Statement of Purpose |
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MSU’s travel management regulations were established to:
Provide standard guidelines for arranging and purchasing all University
business travel;
Ensure consistent quality service for all University business
travelers and arrangers in accordance with applicable University
policies, individual preferences, and departmental budget constraints;
Consolidate travel purchases to provide leverage in negotiating
vendor discounts
Minimize the cost of University business travel; and
Meet Federal and IRS expenditure and reporting requirements.
All travelers and arrangers should familiarize themselves with
the contents of this handbook and subsequent updates. It is the
responsibility of each individual incurring travel expenses to
comply with the University’s regulations.
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| B.
Questions about Travel Management Regulations |
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Questions about MSU’s travel policies
and procedures, feedback on travel vendor performance, and suggestions
for future handbook updates should be directed to:
Bob Patterson
Travel Program Administrator
390 Administration Building
Phone: (517) 353-4419
Fax: (517) 353-1706
patter35@ctlr.msu.edu
Questions about reimbursements, direct billing of airfare, MSU’s
American Express corporate card, cash advances, and day-to-day travel
related issues should be directed to:
Debbie Gulliver
University Travel Manager
Travel Office
370 Admin. Bldg
Phone: (517) 355-0343
Fax: (517) 432-4656
gullive5@ctlr.msu.edu
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| C.
Procurement of Travel Services |
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MSU’s consolidated travel management program includes agreements
with two travel agencies. MSU’s travel agency consolidation
was adopted to provide MSU business travelers and travel arrangers
with a significantly improved travel program that provides better
service and reduces costs.
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| D.
Definition of University Business Travel |
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MSU travel policies and procedures apply to all University
funded business travel, without regard to 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).
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| E.
Grant or Contract Policy |
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When travel costs are to be charged to a sponsored project, the terms
of the applicable contract or grant will take precedence over MSU
Travel Regulations (e.g., Fly America Act or different per diem rates).
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Lowest Logical Available Airfare |
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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, unless the authorized travel agency certifies non-availability,
and (b) via the most logical and efficient route taking into consideration
the business traveler’s objective and airline penalties and restrictions.
First or business class domestic travel for medical reasons is
allowed on an exception basis when a separate written justification
is approved prior to booking by the dean, separately reporting director,
or equivalent level or above University official. Business class
travel may be allowed with prior approval from Dean or Director
for international travel flights exceeding five hours in duration.
MSU travelers may travel on weekends, utilizing discount
airfares that require Saturday night lodging, if the cost savings
for the airfare exceeds the additional lodging and per diem costs.
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| G.
Authorized Travel Agency |
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Passageways Travel has been appointed as the Primary Travel Agency
for Michigan State University, offering MSU travelers and travel
arrangers a one-stop-shop. Specific services can be accessed via the
agency's website at www.Passageways Travel.com.
Passageways Travel’s contact information is as follows:
MSU Travel Center
3032 E. Lake Lansing Road
East Lansing, MI 48823
517-(35)3-9898 Campus Telephone
800-684-7384 Toll Free
517-(43)2-7400 Fax
800-343-0309 24/7 Emergency Reservations
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| H.
Airline and Internet Direct Reservations |
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Under the terms of MSU’s contracts, an authorized agency must
issue a ticket for any airline/rail reservation paid for with University
funds. Reservations may be made through Passageways Travel, through Passageways Travel's 24/7 Emergency Reservations Center, or on-line through Passageways Travel's website. While the University encourages faculty and staff
to research travel options with Web-based resources, MSU travelers
will not be allowed to book air and rail tickets through other Web-based
booking products or directly with airlines. Booking through other
Web-based products and directly with airlines will not allow the MSU
business traveler to direct bill their airfare to the University or
take advantage of MSU’s negotiated airline discounts. Significant
booking of airfare via Web-based products would also not allow MSU
to gather airline purchase/volume information necessary to improve
negotiated discount contracts.
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| I.
Direct Billing of Airfares/Rail |
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Eligible University business travelers are offered the option to have
airline and rail ticket purchases directly billed to the University
when booked through an authorized travel agency. Business travelers
may call to utilize direct billing and book reservations 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 agent with a valid account
number and travel object code at the time of reservation. Direct billed
airfare/rail charges will be expensed the month after booking on the
respective departmental fund ledger reports. NOTE: Airfare/rail tickets
booked in the current fiscal year for travel taking place in the next
fiscal year (after July 1) will not be expensed until July of the
next fiscal year (accounting requirement).
To use direct billing, the airfare/rail tickets must be funded
completely by MSU account number(s). A MSU business
airfare partially paid for from personal or non-MSU funds
cannot be direct billed. For example, if a MSU department
can fund only $300 towards an airfare costing $400, direct billing
cannot be utilized.
Hotel and car rentals should be paid for by the traveler. Reimbursement
requests with original receipts should be submitted on the Travel
Voucher after the trip.
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Preference Profile/Direct Billing Application |
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To expedite processing 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. Authorized forms should then be
faxed to the University Travel Office (fax # 432-4656) for processing
and distribution to the authoirized travel agencies. A copy of the
Traveler Preference Profile/Direct Billing Application form must be
on file with the agency before the traveler is able to utilize direct
billing. A Traveler Preference Profile/Direct Billing Application
template can be found on MSU’s Travel Office web-site at www.ctlr.msu.edu
or from the MSU Travel Office. The Traveler Preference Profile portion
of the template may be completed and submitted for reference even
if the traveler is not approved for direct billing privileges. MSU
travelers are reminded to submit updates whenever their profile/direct
billing information changes (e.g., phone number, address, etc.).
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| K.
Corporate Card Program |
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MSU utilizes American Express (AMEX) to provide corporate card
services to University travelers. Personal AMEX credit cards are issued
to eligible employees who travel on behalf of the University. The
card has no annual fee and payments are due in full at the end of
each month from the cardholder. An application form may be downloaded
(from the University Travel Office web site: www.ctlr.msu.edu),
completed by the traveler and faxed to the Travel Office (517) 432-4656
for processing. An Express Cash program is available to faculty and
staff who are obtaining large sums of cash for Study Abroad programs.
When MSU business travelers purchase transportation from an
authoirized travel agency using either the AMEX Corporate Card or
direct billing, they will automatically be insured for $400,000 per
ticket at no extra cost to the traveler.
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| L. Travel
Advances |
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Use of the AMEX Corporate Card and the option of direct billing of
airfare should eliminate the need for most travel advances. Questions
regarding eligibility for advances should be directed to the University
Travel Office (517) 353-4882.
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| M.
Preferred Airline, Car, and Hotel Vendors |
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MSU’s business travelers are highly encouraged to use MSU’s
preferred airline and car vendors as discounts are contingent upon
University participation. Use of preferred airline and car vendors
is not mandatory. However use of the lowest logical available airfare
is policy (Section 7). Because contracts with vendors are subject
to change, contact Passageways Travel for detailed information. Under
MSU’s contracts, discounts on air travel may only be used on
travel arranged by an authorized travel agency.
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| N.
Airline Discounts/Contracts |
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The University has leveraged its total travel volume to secure significant
negotiated discounts with two major U.S. airline carriers. The following
airline discounts apply to all University business and affiliated
business travel (not leisure) when booked through Passageways Travel:
1. An up-front percentage discount off all published domestic
and international Northwest Airlines fares, including Northwest’s
commuter service.
2. An up-front percentage discount off all published domestic
and international United Airlines fares, including United Express.
Both carrier discounts apply to travel originating in the United
States and Canada.
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| O. Conference
Travel |
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If you are attending a conference which is promoting the use of discount
conference rates (airline, car, and hotel), fax a copy of the conference
material to Passageways Travel at (43)2-7400. The agency can compare the
conference discount with MSU’s discount and issue the lower
of the two rates. MSU’s discount rates will, most likely, be
lower. (See Section 21.c) 6) for exceptions to using the travel agency
for conference air travel).
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| P.
Hotel Discounts / Contracts |
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Hotel reservations may be made through Passageways Travel in connection
with an airline booking, or directly with the hotel by the traveler.
MSU has negotiated contracts with major hotel chains, hotels
in major cities, hotels in Big Ten campus locations and hotels in
the greater Lansing/East Lansing area. Some contracts require the
traveler to present authorized stickers in order to qualify for
the rates. These stickers are available at Passageways Travel and the
University Travel Office. It is expected that the traveler will
always ask if the quoted rate is the lowest rate available. Reimbursement
will be made at the single rate for business travelers. Group travel
(10 or more) should contact the Group department of Passageways Travel
to negotiate special rates. Travelers may want to print the HOTEL
DISCOUNT LIST from the University Travel Office Web site:
www.ctlr.msu.edu.
MSU has a Visitor Inbound Program (VIP) which enables non-MSU
travelers to qualify for discounted rates.
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| Q.
Rental Car Discounts/Contracts |
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MSU and the Big Ten Universities have contracted with NATIONAL
CAR RENTAL for special corporate rates and benefits. Reservations
should be made through the CTAs. Free Loss Damage Waiver coverage
applies when the MSU ID # 5001514 appears on the rental agreement.For
details regarding negotiated ceiling rates, special one-way city pairs,
young driver policies, and eligible renter definition, travelers should
access the University Travel Office Web site at www.ctlr.msu.edu.
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| R.
Group/Meeting Air Rates |
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If you are planning a conference or meeting, Passageways Travel can assist
with specialized air group negotiations. If you are attending a conference,
refer to Section 16 for reservation options.
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| S. Cancellations |
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When a trip is canceled after the ticket has been issued, the traveler
must immediately notify the issuing agency. For tickets issued on
a discounted fare, the airlines will generally not refund the cost
of the ticket, but may allow the value to be placed against future
travel (minus an administrative fee). The traveler should inquire
about using the ticket in this manner. Cancellation fees incurred
in the normal course of doing business are reimbursable. Fees incurred
by the traveler through negligence, personal choice, or carelessness
of the traveler are not reimbursable.
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| T.
Travel Policy Exceptions |
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On occasion, exceptions to using the authorized travel agencies will
be warranted. Reimbursements for travel purchases not made through
these agencies must follow the procedures outlined herein. Travelers
should familiarize themselves with the exceptions prior to incurring
a travel expense.
1. Exception Approval Procedures
The exceptions detailed in Section 21 do not require prior
approval as long as the listed procedures are followed, and the
required support materials are submitted at time of reimbursement.
When a situation arises that does not appear to fall into the above
categories, MSU’s Travel Program Administrator should be
contacted immediately (Section 3). Exceptions not approved by the
Travel Program Administrator (or if he is unavailable) can be forwarded
in writing/email by the traveler to the University Controller for
further consideration.
2. Lower Cost Exceptions
Passageways Travel has access to MSU’s negotiated discount
rates (Sections 15 - 19) and guarantees the lowest available published
fares. Requests for exceptions to policy due to lower cost or logistical
impossibility, but not specifically mentioned herein, should be
addressed to the Travel Program Administrator prior to travel purchase
(Sections 3 & 21).
3. Airline Exceptions
Airline tickets for MSU business travel must be issued
by an authorized travel agency except in the following situations:
En route itinerary changes may be made at an airline ticket counter
if it is not practical to make the changes via Passageways Travel's
emergency service due to severe time constraints, or if it is required
that a penalty payment be made directly to the airline. The expense
report item should be noted en route change;
It is discovered immediately prior to scheduled departure that
the original ticket has been lost and a processing fee is required
by the airline for subsequent processing of a Lost Ticket Application
form.
when laws prohibit an international passenger inbound to the US
from purchasing air travel outside the country of origin;
when an inbound international traveler can obtain in the country
of origin a discounted international inbound ticket that cannot
be secured through one of the CTAs.
when a lower outbound international fare is available through
a consolidator (which provides insurance protection) that cannot
be secured through one of Passageways Travel's consolidators. A comparable
same-day printed quote from Passageways Travel must be attached to the
reimbursement form; (Visit www.ctlr.msu.edu
for future information on consolidators);
when a negotiated conference airfare rate can only be obtained
through the conference organizer. A copy of the conference material
indicating this requirement must be submitted with the reimbursement
form (Section 16); and
when a University-business trip is paid in more than 50% part
by another organization whose travel policy is more restrictive
than MSU’s.
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| U.
Making Travel Reservations |
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Passageways Travel has every resource at hand to provide the lowest possible
fares, within guidelines established by University travel policies.
While a great deal of information on billing, delivery and traveler
preferences may be pre-stored in a retrievable database from the Traveler
Preference Profile/Direct Billing Application, there is information
that is specific to each reservation. This must be provided each time
that a reservation is made with the agency. Such information includes:
1. All Reservations
Name of person calling and from where (e.g. MSU Controller’s
Office)
Name of the traveler for whom the reservation is being made.
Purpose of the call, e.g. checking for information, making or
changing a reservation, canceling a reservation.
If airfare is directly billed, the 6-digit MSU account
number to which travel will be charged.
2. If Traveler Does Not Have a Traveler Preference Profile
Traveler’s home telephone number (required by the airlines).
Traveler’s document delivery address.
Traveler’s 5-digit MAU unit code.
3. Airline Tickets
City from which the traveler wishes to depart and the city to
which the traveler is going (many times there are airport alternatives
that can result in a savings).
Desired dates for travel.
Desired time of arrival.
Amount of flexibility that traveler may have in their arrangements
(the standard is to search for applicable arrangements within a
2 hour window of desired departure/ arrival time)
Where and when an accountable document is to be delivered (electronic
ticketing is preferred) - Unless otherwise instructed, delivery
will be scheduled 3-5 business days prior to departure in order
to note any late schedule changes by the airlines.
4. Car Rentals
Location as to where the car is to be picked-up and dropped-off.
Dates on which the car is to be picked-up and dropped-off.
Size of car.
5. Lodging Reservations
The city and location for which the reservation is needed.
Dates that traveler will need to stay at the location.
Preferences such as specific property, cost, or desired amenities.
Whether the reservation is to be guaranteed for arrival (this
will be required for any arrival after 4pm and may be required at
any time at some locations).
6. Car Hire/Limousine
Exact address at which pick-up is to be made and to which the
traveler will be driven.
Exact time that the travelers will require a pick-up.
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