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CSE Travel and Expense Reimbursements
Submit a Staff Travel Reimbursement
If you are a CSE-affiliated staff member, and you are submitting a reimbursement request within 45 days of incurring the expense (e.g., purchase date or travel end date), then please submit directly to [email protected] per the instructions in the relevant category below.
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 submitting a late request, you should still submit to [email protected] (and CC [email protected]), but please note in your email instructions that you are submitting a late request; your report will then be routed for special processing via payroll.
If you would like to request that the Tax Compliance Department review your case for a possible exception to the 45 day taxation rule due to extenuating circumstances, then please note in your email request that you will be requesting a 45-day rule exception. In order to initiate this process, please simultaneously send an email request and a completed exception request form to [email protected]. You will be contacted by the Tax Compliance Department about whether or not your request qualifies for an exception.More information about this U-M-wide policy may be found on the U-M Procurement Services website. Contact c[email protected] if you have specific questions or concerns.
1. Include documentation of conference/event dates in email attachments.
2. When personal travel is included for a trip, please include a for-business-only comparison flight in email attachments.
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 non-federal funds for flights exceeding 8 hours, but generally require pre-approval.
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). Please save these types of credits for your personal usage and use a credit card whenever possible for purchasing on university business. More info about UM travel and expense reporting policies may be found on the Procurement Services website here.
To submit:
If your browser supports it, you may click here to open a new email that is pre-addressed and partially populated and use that as a form to complete.
Alternatively, follow these instructions:
1. Email [email protected], CC: [email protected].
2. Include the detail below. Be sure to attach all receipts.
Subject Line: CSE Staff Travel Reimbursement
Business Purpose (ex. Attend and present at IEEE conference):
Shortcode:
Travel Destination:
Dates of Business Travel:
Per Diem Requested? If yes, please indicate which of the following options you prefer: a) standard (all meals, all days); b) partial (some meals, some days); c) total of submitted receipts; or d) up to a certain dollar amount–please specify dollar amount. (Note that this choice results in a close approximation of the amount requested.)
Additional Notes (ie. personal travel days, multiple trip explanation, etc.):
45-Day Statement (if applicable):
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 Staff Hosting Reimbursement
1. Hosting Limits:
- Breakfast $30 per person
- Lunch $30 per person
- Dinner $70 per person
- Alcohol (dinner only) $20 per person
2. Hosting is typically unallowable on sponsored projects.
3. Use gift or designated shortcode for alcohol expenses.
To submit:
If your browser supports it, you may click here to open a new email that is pre-addressed and partially populated and use that as a form to complete.
Alternatively, follow these instructions:
1. Email [email protected], CC: [email protected].
2. Include the detail below. Be sure to attach all receipts and a completed hosting documentation form (pdf).
Subject Line: CSE Staff Hosting Reimbursement
Business Purpose:
Shortcode:
Date of Expense:
List Attendees (or attach list):
Additional Notes:
Alcohol Shortcode (if applicable):
45-Day Statement (if applicable):
Submit Other Staff Reimbursement
To submit:
If your browser supports it, you may click here to open a new email that is pre-addressed and partially populated and use that as a form to complete.
Alternatively, follow these instructions:
1. Email [email protected], CC: [email protected].
2. Include the detail below. Be sure to attach all receipts.
Subject Line: CSE Staff Other Reimbursement
Business Purpose:
Shortcode:
Date of Expense:
Additional Notes:
45-Day Statement (if applicable):