About

CSE Travel and Expense Reimbursements

Request an Employee Reimbursement

The University of Michigan is deploying a new online expense reporting tool, Chrome River, effective August 1, 2024. Please visit this page on the SSC website for more information and links to training opportunities. Please also note that the previous process, submitting via email and copying [email protected], is no longer valid – if you are an employee of the university (faculty/staff/GSRA/GSI/Post-doc), please submit directly to the University of Michigan Shared Services Center (SSC) using the required e-Form.

On the eForm, note that there are two options for submitting expense report requests: completing the dynamic eForm only OR instead attaching the optional Travel & Expense Template to the eForm. The template is in spreadsheet form and allows the requester to provide more detailed expense information to the SSC processors. This option is especially helpful if you have complications in your report, such as using multiple shortcodes or trips involving more than one itinerary stop.

For a step-by-step tutorial on how to fill out the required eForm, read this article.

IMPORTANT NOTE:

As of January 1, 2024, late employee reimbursement requests (>45 days) are taxable and must now be handled via an alternative process. If you are an employee and submit a late report (more than 45 days after your trip return date OR purchase date), you will still submit per the instructions as noted above but your request will be routed for special processing via payroll; you will be notified if your request is deemed to be over 45 days.

For late employee requests, CSE recommends that you follow the eForm process as outlined above. However, if you choose to bypass the SSC eForm intake process and complete your own Chrome River reports and related reimbursement request forms, then please note that, for any requests that are over 45 days old, you will need to file for late reimbursement requests by submitting this additional pay request form. Contact [email protected] if you have any questions.

If you would like to request that the U-M Tax Compliance Department review any case for a possible exception to the 45-day taxation rule due to extenuating circumstances, especially those involving medical emergencies, you may access the exception request form and then email the completed form to [email protected]. You will be contacted by the Tax Compliance Department about whether or not your case qualifies for an exception. Note that few exceptions are granted.

More information about this U-M-wide tax compliance policy may be found on the  U-M Procurement Services website. 

TRAVEL GUIDELINES:

1. For conference-related travel expenses, always include documentation of paid conference registration in your requests, even if you have already been reimbursed for the conference registration. If you are not seeking reimbursement for it, please mark it as “for reference only.”
2. If you are adding any personal travel to a business trip, please also include a for-business-only flight comparison, showing the price of a similar ticket arriving at your destination the day before your scheduled meeting / event, and departing the day after. Email [email protected] if you have any questions about this or need assistance locating comparison airfare, especially after a trip has concluded.
3. AirBNB charges may be reimbursed for lodging; please include a credit card transaction for each expense.
4. First/business class flights are unallowable. Exceptions may be approved on flights exceeding 8 hours and utilizing non-federal funds, but generally require pre-approval by the Unit Administrator.
5. U.S. air carriers must be used for travel charged to federal projects.
6. Please note that the university does not consider the following to be valid forms of payment and are generally not reimbursable (this is not an inclusive list): points / miles earned through reward programs (including airline miles, credit card points, Amazon rewards, etc.); and prepayment or credits received on personal accounts (including Uber Cash, Ride with Via, as well as airline e-Credits issued for personal, not business, travel). Please save these types of credits for your personal usage and use a credit card whenever possible for purchases related to university business. More info about U-M travel and expense reporting policies may be found on the Procurement Services website.

EXPENSE LIMITATIONS:

When booking hotel/lodging/accommodations, the hotel room rate should not exceed $400 per night unless it is the published conference rate, a government rate, or a Big 10 consortium rate. An exception can be made for reasonable single occupancy rates for certain destination cities (domestic and international).

For employees sharing a room with another person on University of Michigan business travel status, the approved rate is $400 per night total. Note the $400 per night is for the room only and does not include taxes. Requests for exceptions must be submitted to the Unit Administrator prior to travel.

Charges exceeding the $400 per night rate are subject to denial and will be considered a personal expense to the employee. 

For additional guidance on expense limitations, please see the College of Engineering’s hosting and travel policies webpage and the U-M travel and expense policies page.

HOSTING / MEAL GUIDELINES:

1. Non-travel-related hosting limits:
   1. Breakfast $30 per person
   2. Lunch $30 per person
   3. Dinner $70 per person
2. Itemized receipts and proof of payment are required. Also include an agenda.
3. Alcohol (dinner only) $20 per person. Use only a gift or designated shortcode for alcohol expenses OR exclude.
4. Attach completed hosting documentation form (pdf) or a list of attendees, including uniqnames.
5. Hosting is typically unallowable on sponsored projects.
6. Employees are eligible for per diem for university business trips. Please email [email protected] if you have any questions about available options.