CSE Travel and Expense Reimbursements

Request a Fellowship/Undergrad/Temp Travel Reimbursement
- 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.”
- 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.
- AirBNB charges may be reimbursed for lodging; please include a credit card transaction for each expense.
- 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.
- U.S. air carriers must be used for travel charged to federal projects.
- 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 travelers 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.
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.
To submit:
- Email [email protected].
- Include the detail below. Be sure to attach PDF copy of faculty approval and all receipts.
Subject Line: CSE Fellowship/Undergrad/Temp Travel Reimbursement
Business Purpose (ex. Attend and present at conference):
Travel Destination:
Dates of Business Travel:
Faculty or Administrator’s Name:
Current Mailing Address:
Additional Notes (e.g., personal days, multiple trip explanation, etc.):
University of Michigan policy states that airfare must be purchased 14 days prior to departure. If necessary, please attach an explanation as to why advance purchase was not possible:
Submit a Fellowship/Undergrad/Temp Hosting/Meal Reimbursement
HOSTING / MEAL GUIDELINES:
- Non-travel-related hosting limits:
- Breakfast $30 per person
- Lunch $30 per person
- Dinner $70 per person
- Itemized receipts and proof of payment are required. Also include an agenda.
- Alcohol (dinner only) $20 per person. Use only a gift or designated shortcode for alcohol expenses OR exclude.
- Attach completed hosting documentation form (pdf) or a list of attendees, including uniqnames.
- Hosting is typically unallowable on sponsored projects.
If you have questions, contact [email protected].
To submit:
- Email [email protected].
- Include the detail below. Be sure to attach faculty approval, all receipts, and a completed hosting documentation form (pdf).
Subject Line: CSE Fellowship/Undergrad/Temp Hosting Reimbursement
Business Purpose:
Date of Expense:
List of Attendees (or attach list):
Faculty or Administrator’s Name:
Current Mailing Address:
Additional Notes (e.g., personal days, multiple trip explanation, etc.):
Submit Other Fellowship/Undergrad/Temp Reimbursement
To submit:
- Email [email protected].
- Include the detail below. Be sure to attach faculty approval and all receipts.
Subject Line: CSE Fellowship/Undergrad/Temp Other Reimbursement
Business Purpose:
Shortcode (6-digit code):
Faculty or Administrator’s Name:
Date of Expense:
Additional Notes:
45-Day Statement (if applicable):