Ó£ÌÒÊÓƵ

General Procurement Services Policy

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  A. General Policy

  This policy outlines the procedures to be followed by all University personnel engaged in a purchasing transaction.

  The function of the Procurement Services Department is to centralize purchasing services for the University. By providing this service in accordance with sound business practices, the Procurement Services Department seeks to realize the maximum value of every dollar the University expends. The University is committed to both the adequacy of internal control over transactions and reduction of the administrative costs of acquiring goods and services.

  The actions of the Procurement Services Department directly influence the public perception and image of the University. Therefore, the highest possible standards of business ethics, professional courtesy and competence are required.

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  B. Authority for Purchasing

  Procurement Services Department personnel are authorized to commit the University for materials, equipment supplies and services. In such cases, the Procurement Services Department has the responsibility for making the final determination of source of supply and price. The authority to issue Purchase Orders shall be vested in the Procurement Services Department and each order shall bear the signature of the Director or Buyer.

  The authority to purchase is based on verification that all allocations are approved and budgeted in the current fiscal year.

  All funds, regardless of their source, are considered to be University funds and are to be expended according to University policies and procedures. No individual may make a purchase directly by letter, telephone, fax or any other means. Purchases made without the proper approvals and procedures may become the personal obligation of the person originating such purchases.

  Approval authority

  The following administrators are authorized to approve expenditures on behalf of the University:

  Administrators authorized to approve expenditures

  Authorized Signature	Amount of Purchase
  For Academic and Student Service Areas: Associate Deans, Assistant Deans, Directors and Chairs	$0-$2,500
  Academic Unit Dean or Administrative Department Director, Associate Vice Presidents	$2,501-$10,000
  Vice President	$10,001-$50,000
  President	More than $50,000

  An individual cannot approve expenditures for which she/he is the payee, such as with an expense reimbursement or travel advance, or if she/he is the direct beneficiary such as membership dues, conference fees, or cell phone charges.

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  C. General Responsibilities

  Procurement Services Department

  1. Pre-qualifying suppliers with joint input from the requisitioning Department.
  2. Preparing Requests for Quotations (RFQ).
  3. Receiving and evaluating quotations.
  4. Negotiating with suppliers.
  5. Awarding the business for supply of goods or services.
  6. Releasing award information.
  7. Monitoring all purchasing activities for compliance with purchasing policies and procedures.
  8. Establishing and maintaining standards of quality.
  9. The Procurement Services Department acts as a resource in assisting academic and administrative areas to achieve their objectives in terms of cost, vendor selection and projected purchases in relation to special projects. Procurement Services also provides cost estimates in order to assist departments in budget preparation.

  Requisitioning Department

  1. Preparing purchase requisitions.
  2. Allowing Procurement Services Department reasonable lead time for bidding and/or processing orders (Contact Procurement Services for lead time, which varies depending on the product).
  3. Providing accurate specifications when requested.
  4. Assuring that contract and grant requirements are met.
  5. Verifying that funds are available and securing the appropriate budget manager's signature.
  6. Verifying delivered orders for accuracy.
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  D. Code of Ethics and Conflict of Interest

  All employees are required to comply with the University's policy on Conflict of Interest and Code of Ethics. The University is a member of the National Association of Educational Buyers (NAEB) and has adopted the NAEB Code of Ethics which appears in Appendix A (below).
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  E. Vendor Selection

  Vendors shall be selected based on their ability to service the needs of the University in the most economical and efficient manner. It is the policy of the University of Ó£ÌÒÊÓƵ to provide equal opportunity to all vendors.

  Buying shall be competitive with a select number of vendors being allowed to bid.

  The requisitioning department may indicate suggested vendors. The final selection of a vendor is made by Procurement Services, in collaboration with the requisitioning department.

  Only personnel authorized to obligate the University in a purchase transaction may formally refer vendors to Procurement Services Department.

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  F. Requests for Bids

  The Procurement Services Department, in collaboration with the requisitioning department, solicits competitive quotations or bids in accordance with the following guidelines:

  
  

  Competitive Quote or Bid Guidelines

  Amount of Purchase	Guideline
  up to $10,000	The Procurement Services Dept. decides whether or not to solicit quotations depending on the competitive nature, price of the items required, and risk factor.
  $10,001 and up	The Procurement Services Dept will obtain or require that the requesting department obtain at least three competitive written quotations. Sole source purchases require only one written quotation. Exceptions are determined by the Procurement Services Dept. depending on the competitive nature, price of the items required, and risk factor.

  
  

  The Procurement Services Department is responsible for assuring that all quotations submitted by vendors meet the quality standards that are stipulated by the requesting department.

  An exception is made (1) in the case of repetitious purchasing of standard items and (2) for items available only from a sole source.

  For consumable supplies and contracted services, bids will be renegotiated on a periodic basis; in most cases a Blanket Purchase Order will be issued annually. Procurement Services, in cooperation with the requisitioning department, will select vendors.

  In the event that the requisitioning department has obtained the quotations directly from the vendors, the documentation supporting these quotations must accompany the requisition that is delivered to the Procurement Services Department. Proposals, bids or any other original documentation pertaining to the order are to be filed in the Procurement Services Department.

  Quoted prices are to be held in confidence by the person responsible for purchasing and each transaction shall be considered on its own merits. Bids and price information are considered confidential and are not to be shared with competing vendors.

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  G. Delivery

  The Procurement Services Department and Central Receiving are the control points for all goods received by the University, with the exception of the Dental School. In some instances, however, arrangements are made to ship to another designated location.

  Delivery time varies by product, company and according to the availability of the item. If an order is not received by the promised delivery date or within seven to fourteen working days, the requisitioning department should call Procurement Services for a status report on the order.

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  H. Shortages and Damages

  Shortages or damaged merchandise must be reported immediately to the Procurement Services Department and such information must be clearly noted on the delivery/packing slip and all boxes and packing materials must be saved in order to facilitate returns. Forward the delivery/packing slip to Procurement Services so the vendor can be contacted and appropriate action taken.
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  I. Return Merchandise

  In the event that a department needs to return merchandise to a vendor, Procurement Services must be notified. Procurement Services will contact the vendor to obtain a Return Authorization number before returning the item. Procurement Services will then contact the department with the information required to return the merchandise, such as completing the revision form, in order to ensure proper return of materials and credit to the account.

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  J. Invoices

  All invoices must be mailed directly to Accounts Payable rather than to University departments to expedite a timely payment. Original invoices are required in order to initiate the payment process. Original invoices that relate to properly approved purchase orders or contracts do not require any further approvals. Original invoices which have not been approved through the purchase order or contract procedure will be forwarded to the respective department to start the approval authority process.

  If for any reason the invoice should not be paid, the requesting department needs to notify Accounts Payable immediately.

  In the case of a discrepancy in information between the invoice and the purchase order, the Procurement Services Department must resolve the discrepancy.

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  K. Types of Orders

  • L.1 - Purchase Requisition – this represents the internal authorization document to commit the University to make the requested expenditure. It must contain adequate explanation of the goods or services and be authorized in accordance with Section B of this policy.
  • L.2 - Purchase Order – this represents the commitment document from the University to the vendor for the purchase of the goods or services. It must be signed by the Procurement Services Director or Buyer.
  • L.3 - Blanket Purchase Order – this represents general authorization to make purchases of goods or services from a specific supplier up to a stated amount. This is generally used when purchases must be made for various departments or cover an extended period of time.
  • Blanket Order Release – represents the authorization for a specific expenditure against a Blanket Purchase Order.
  • L.4 - Revision of Purchase Order – represents a change to the previously issued Purchase Order. The appropriate signature approvals are obtained in accordance with Section B of this policy whenever such revisions are requested.
  • Contract Approval Signature Form – must be used whenever the nature of the expenditure requires that the University must sign a contract or agreement document. In addition to the signatures required in Section B of this policy, the Contract Approval Signature Form requires the approval of the Controller's Office, the Budget Office and the Ó£ÌÒÊÓƵ Senior Attorney. The signature of the President is required on the Contract Approval Signature Form for all contracts and agreements that exceed $50,000. Only the President and Vice Presidents are authorized to sign the respective contract or agreement document.
  • Check Request – the Check Request Form may be used to make a cash disbursement when other disbursement documents will not be available for the transaction. It must contain adequate explanation of the goods or services and be authorized in accordance with Section B of this policy. The approver of the document cannot be the payee.
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  L. Prepaid Orders

  In the event that a vendor requires full or partial prepayment of an order, the requisitioning department specifies the dollar amount that is to be prepared, in the description portion of the requisition. Procurement Services assigns a PO number and a check will be issued. Procurement Services then mails the PO with the check to the vendor. There will be additional processing time for such transactions in order to comply with the Accounts Payable check-writing schedule.
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  M. Emergency Orders

  In the event services or supplies are needed in an emergency, the requisitioning department will notify the Procurement Services Department by phone or email of the urgency of the item. Procurement Services will assign a PO number and expedite the purchase. This process will be allowed only on an exception basis and can be used only at the discretion of the Procurement Services Department.
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  N. COD

  The University does not pay cash on delivery (COD) for purchases.
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  O. Sales Tax

  The University is exempt from Michigan State Sales and Use Tax. The tax exempt number is stated on the Purchase Order. Upon request, the Procurement Services Department will furnish a tax exemption statement on University letterhead.
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  P. Restricted Funds

  Restricted funds are provided by various government agencies and private donors for specific University projects. Use of such restricted funds is controlled by the conditions, rules and regulations of the funding source, as well as by applicable University guidelines.
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  Q. Specific Purchases and Services

  1. Service Contracts, Maintenance Agreements and Leases
     Contracts for service (excluding employment) leases and rentals must be submitted to the Procurement Services Department for review and approval prior to entering into an agreement with the company. In addition to the approval signatures discussed in Section B and Section K, all lease and rental contracts require the approval of the Vice President for Business and Finance. A copy of the agreement will be maintained on file in the Procurement Services Department.
  2. Consulting Services
     Contracts for consulting services in excess of $10,000 are awarded on the basis of competitive bids (rate quotes are required for federal awards above $3,000) and are subject to approval discussed in Section B and Section K. However, if the contract is for a highly specialized service where a public bid would not be appropriate, a bid waiver may be requested. Terms for paying consultants should be thoroughly documented in the written contract agreement.
  3. Travel/Conference Registration
     Generally, Purchase Orders are not used for travel, conferences or seminars. The "Travel Request Form," available on-line or in the Accounts Payable and Procurement Services Department, must be completed and returned to Procurement Services. When air travel is required, a TR number is assigned by Procurement Services. Employees are required to submit an approved Employee Expense & Reimbursement Form within 30 days of their return from the business trip. Please refer to the separate instructions and detail policy for Travel Expenditures.
  4. Moving/Relocation
     When employment at the University requires a new employee to relocate, the President may authorize payment of moving expenses by the University. Departments are to submit their request to Procurement Services on a Purchase Requisition.
  5. Personal Purchases
     Because of the tax-exempt status of the University, the Procurement Services Department cannot issue purchase orders for personal purchases. Vendors may not offer discounts to employees unless there is a University-wide program that is available to all employees.
  6. Construction, Renovation and Refurbishing
     All requests for construction, renovation and refurbishing must be approved by Facilities Operations. As a general rule, requests for such expenditures should be submitted as part of the annual budget process so they can be considered for inclusion in the deferred maintenance and capital expenditures plan. .
  7. Copiers
     Procurement Services is responsible for the selection, purchase and maintenance contract for all University copiers. Questions regarding copiers or service should be directed to the Procurement Services Department or the Copy Center at 993-1661.
  8. Office Supplies
     See .
  9. Purchase of Computer Hardware, audio-visual equipment, software, and telecommunications equipment
     To acquire the above, University departments are to consult with with the Information Technology Services Dept. (ITS) Pre-Purchase/Inventory Dept. before initiating a requisition to verify existing products are not already owned by the university or to ensure their compatibility within the University's environment.
     
     Should an acquisition be required, ITS will assist departments in selecting products based upon department need and University Standards.
     
     ITS will bid out, when appropriate, and provide information to the department for their submission of a requisition into the system.  ITS does not order and then inter-departmental charge; the department is responsible for the submission of the requisition.  Each unique item should have a separate commodity line entry.
     
     Once submitted, as part of the University's standard requisition approval process, ITS will review the requisition for accuracy and completeness.  Submitters should include as much detail in the requisition as possible included in the commodity section model #, part # and a description.  For computer acquisitions please ensure the assigned user to the computer is noted in the Document Text section of the requisition.
     
     All products are to be delivered to ITS for proper asset tagging and pre-configuration prior to installation.  Backups of software products are stored in the University's central software library.
     
     Procurement Services will complete and process the purchase order. Departments can access the Purchase Order online, which includes vendor information, purchase order number and actual cost.
     
     If the order has not been received within three weeks, the requesting department should contact the ITS department for a status report.
     
     For acquisitions that occur outside of the standard requisition process such as PCard purchases, University Amazon orders or reimbursement purchases, the requesting department remains responsible for consulting with ITS prior to the acquisition.  Approval of PCard transactions and reimbursement is to be secured from ITS prior to purchase.
  10. Printing — Routine duplicating jobs must be handled through the Copy Center. Printing jobs that are considered high-end require three written quotations, one of which must be from Hatteras. Such quotations must be attached to the Purchase Requisition that is forwarded to the Procurement Services Department. Each high-end printing job must have a separate Purchase Order. See Printing Services
  11. Mail Services— Ó£ÌÒÊÓƵ uses a centralized approach for providing mail services in order to minimize costs and maximize efficiency. Accordingly, all requests for such services must be handled through the Mail Services Department.
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  R. Unallowable Expenditures

  In accordance with University policy, the following expenditures are NOT considered legitimate charges against the University budget:

  • Office refreshments, including coffee makers and supplies.
  • Flowers, greeting cards and personal gifts.
  • Holiday decorations.
  • Personal ornamental items for offices.
  • Personal expenditures of any type.
  • Any expenditure not supported by a valid invoice from the person selling such goods and services.
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  S. Surplus Property

  Excess and surplus property (e.g., office furniture) is maintained, distributed and/or disposed of by Facilities Department.
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  Appendix A

  Procurement Services Department Code of Ethics

  The University is a member of the National Association of Educational Buyers (NAEB). The University has adopted the following NAEB Code of Ethics:

  1. Give first consideration to the objectives and policies of this institution.
  2. Strive to obtain the maximum value for each dollar of expenditure.
  3. Decline personal gifts or gratuities.
  4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permits.
  5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
  6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement or a sample of the product.
  7. Receive consent of the originator of proprietary ideas and designs before using them for competitive purchasing purposes.
  8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier, and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of this institution permit.
  9. Accord a prompt and courteous reception, insofar as conditions permit, to all who call on legitimate business missions.
  10. Cooperate with trade, industrial and professional associations and with governmental and private agencies for the purpose of promoting and developing sound business methods.
  11. Foster fair, ethical and legal trade practices.
  12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

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  I. Definitions/Forms

  1. "Employee" — any officer, administrator, faculty member, or staff member who submits a claim for travel reimbursement and is entitled to actual, reasonable and necessary expenses.
  2. "Authorizing Signer" — the appropriate Vice President, Associate Vice President, Dean, Associate Dean, Manager or Department Head with budgetary responsibility who is designated to authorize travel for University purposes.
  3. Responsibility of the Authorizing Signer:
     1. To attest the University's Policies and Procedures have been read and understood and the expenditures being authorized adhere to those policies.
     2. To attest the expenditure is for official University business and is authorized based on the needs for the University.
  4. Conflict in Terms

     If differences or inconsistencies exist between this policy and any union agreement, the terms and conditions of the union agreement shall be controlling.

  5. Travel Request Form

     The Travel Request form (TR) is used to preauthorize the employee's travel. The form is to be filled out by the employee whether making flight reservations through Corporate Travel Services, Inc. (CTS), an Internet travel site, or other travel agencies. The travel authorization number (TR#) issued by Procurement Services must be given to CTS when making flight reservations. (See Section II A).

  6. Employee Advance Request Form

     Subject to the approval of an authorizing signer, travel advances may be issued when an employee's estimated travel expenses are expected to exceed $250. Estimated expenses should be detailed on the Employee Advance Request form and submitted to Procurement Services. For the Employee Advance Request form and Travel Advance Request instructions document, see the Forms page. Please note that all travel advances will be paid to the employee as a direct deposit. (See direct deposit instructions in Section XI) Employees wishing to receive a travel advance must enroll in direct deposit for Reimbursement/Advance. (See Section X).

  7. Employee Expense and Travel Reimbursement Form

     The Employee Expense and Travel Reimbursement form (EE&TR) is to be completed by the employee for any type of expense incurred for which the employee is seeking reimbursement from the University (University or Ó£ÌÒÊÓƵ), including hotel, airline, mileage for usage of a personal vehicle, business meeting expenses, etc. (See Section XI)

     Please note: 1) all reimbursements must be submitted within 30 calendar days after the expense(s) has occurred or trip completed; 2) all reimbursements will be paid to the employee as a direct deposit. Employees requesting a reimbursement must enroll in direct deposit for reimbursement and advances through My Portal self-service. Even if you are enrolled for direct deposit for payroll, separate enrollment is required for reimbursement and advances.

  8. Hospitality

     Hospitality expenditures include the provision of food, beverages, activities, or events for the purpose of promoting and furthering the mission of the University. (See Section IX).

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  II. Transportation — Air

  Reimbursement requested for the cost of air travel shall not exceed the cost of the most direct form of transportation provided by a public carrier.

  If an individual, for personal convenience, does not use the most direct route or most direct form of transportation, and incurs additional expense, such additional expenses shall be considered personal with reimbursement limited accordingly.

  The University does not provide reimbursement for the incremental cost of travel in private aircraft, or first-class or business-class accommodations.

  A. Carrousel Travel

  The University's corporate travel agency is Carrousel Travel. By coordinating travel arrangements through Carrousel Travel, the employee's airfare will be directly charged to the University, so the employee will not have to pay for this cost in advance of the trip and WILL NOT have to seek reimbursement from the University after the trip.

  Air travel reservations through Carrousel Travel should be made as follows:

  1.  Contact Kim Bedford/Julie Carr via email or phone to obtain pricing for your desired trip. Note: Pricing is typically good for 24 hours.

  • Contact Carrousel Travel Main Line: 888-992-1026

  OR

  • Kim Bedford: 612-798-1427
    kbedford@carrouseltravel.com
  • Julie Carr: 612-798-1404
    jcarr@carrouseltravel.com

  2. Fill out Ó£ÌÒÊÓƵ's Travel Request Form (under travel section) with the pricing given to you and have all necessary authorized signatures and FOAP information.
  3. Send completed Travel Request Form to  Billy Sawyer, Accounts Payable Manager at sawyerwj1@udmercy.edu. A Travel Request Number (TR) will be provided and sent back to you directly (typically within 24 hours of receipt).
  4. Send the new provided Travel Request Number (TR) to Kim Bedford/Julie Carr to complete your reservations. You should be sent itinerary and necessary information/tickets to complete you
  5. Please note:

  • Carrousel Travel will invoice UDM directly for all flight arrangements.
  • Flight insurance coverage is not an allowable reimbursable expense.

  6. Any questions regarding this process, please reach out to Billy Sawyer,  Accounts Payable Manager, at 313-993-1606.

  a. Other Reservation Procedures

     i. on-line Travel Providers

  If an on-line travel provider is used due to a lower airfare, the cost will be reimbursed provided the confirmation page indicating the confirmation number, total cost and proof of payment is attached to an EE&TR.

     ii. Other Travel Agencies

  If another travel agency has quoted a lower rate, that agency may be used instead of Carrousel Travel. However, the employee must obtain a quote from Carrousel Travel on the same day as the other quote is received for the same itinerary as documentation of the savings.

  When submitting an EE&TR for reimbursement of the airfare, the employee must attach the quotes and proof of payment of the other travel agency's charge. Proof of payment consists of an original invoice indicating "Paid in Full."

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  III. Transportation — Automobile

  A. Personal Car

  1. 1. Employees who are authorized to use their personal vehicle for University business shall be reimbursed at the current . The IRS rate is communicated to the Ó£ÌÒÊÓƵ community at the beginning of each calendar year via an email from the Procurement Services Department.

        
        The IRS business mileage rate includes all costs of operating a vehicle. No other costs of operating a personal vehicle will be reimbursed.

        Traffic citations, parking tickets and other traffic violation expenses are the personal responsibility of the employee.

     2. If the destination warrants air travel but the employee chooses to drive for his/her own convenience, the reimbursement will be limited to the lesser of the cost of airfare, as quoted by CTS/Internet provider/other travel agency, or reimbursement for driving a personal vehicle or rental car.

        
        Reimbursement for meals and lodging shall not exceed what would ordinarily have been required had the most practical form of transportation been used.

        The employee will be responsible for submitting a written quote for the cost of airfare along with a cost estimate of driving. Complete the Travel Comparison Worksheet to support the cost of driving.

        The Procurement Services Department shall give due consideration to the circumstances in each case when determining the most practical means of transportation.

     3. An employee's privately owned vehicle should be used rather than obtaining a rental car for travel within the state or Great Lakes Region if it is more cost effective to do so.

        
        Use the Travel Comparison Worksheet to determine the cost.

     4. Mileage will be calculated using the most direct route. The EE&TR must include the point of origin, destination, dates of travel, business purpose and the number of miles driven per day.

        
        An explanation must be provided for mileage in excess of normal mileage necessary for conducting official University business.

     5. When an employee travels directly from their place of residence, commuting mileage (from the employee's home to primary campus work site) must be excluded from total business mileage claimed. Attach MapQuest/Google maps to the EE&TR to support the business mileage.
     6. Mileage for travel between Ó£ÌÒÊÓƵ campuses will not be reimbursed except for necessary and approved mileage by non-exempt (hourly staff) employees.
     7. The EE&TR should also be used to claim reimbursement for local mileage. Business mileage for local appointments should be accumulated on a log noting the date, starting point and destination point, round trip mileage and the client/customer affiliation and purpose for the visit.
        
        

        Attach a mileage log to the EE&TR to support the total business mileage claimed for reimbursement. Local business mileage should be accumulated and reimbursement requested at least monthly for frequent travelers.

     8. Carpooling is encouraged when several Ó£ÌÒÊÓƵ employees will be traveling to the same destination.
     9. In the event an employee is involved in an accident in his/her personal vehicle while traveling on Ó£ÌÒÊÓƵ business, the employee is responsible for damage to the vehicle and any bodily injury or property damage to others they may cause. The employee is expected to maintain appropriate insurance covering damage liability and medical costs.
     10. Employees should obey all laws and operate their vehicle with the utmost safety in mind.

  B. Car Rentals

  1. 1. The University has contracted with Enterprise Rent-a-Car (Enterprise) for all authorized university business transportation needs on a local basis. Enterprise will bill the University directly for the related rental charges.
     2. To rent a car, the driver must be a Ó£ÌÒÊÓƵ employee with a valid driver's license.
     3. Only the reasonable cost of compact models is reimbursable unless Enterprise documents that such models are not available.
     4. Procedure to rent a car:
        1. Follow the information to rent a care on our travel web page.
        2. The employee must inspect the vehicle for damage before and after the rental period and note any damage on the rental agreement.
     5. Ó£ÌÒÊÓƵ's insurance policy provides comprehensive general liability and physical damage coverage for rental vehicles driven my Ó£ÌÒÊÓƵ employees. Therefore, insurance from any car rental agency is not necessary.

        In the event of an accident while conducting University business, Ó£ÌÒÊÓƵ will be responsible for the cost of damages which exceed the policy's deductible. The cost will be charged to the department that rented the vehicle.

     6. Personal accident insurance purchased by an employee is not reimbursable by Ó£ÌÒÊÓƵ. Employees are covered by workman's compensation insurance while traveling on official university business.
     7. In the event of an accident, regardless of the amount of damage or injury, the employee must contact local law enforcement and submit an accident report.

        
        The employee must also contact the Controller's Office (313-993-1268) as soon as possible during regular business hours to report the accident.

     8. If the vehicle is rented out of state without a purchase order in the employee's name, and reserved and paid for with an employee's personal credit card, the employee must sign the contract with their name/University of Ó£ÌÒÊÓƵ (e.g., John Doe/University of Ó£ÌÒÊÓƵ).
     9. A rental vehicle is authorized for business-related travel only. The vehicle may not be used for personal side trips. The Ó£ÌÒÊÓƵ employee is the only authorized driver of the vehicle.
     10. Rental vehicles must be returned completely refueled in order to avoid excessive vendor refueling charges.
     11. Under no circumstances will the employee be reimbursed for fines for traffic or parking violations.
     12. Employees should obey all laws and operate their vehicle with the utmost safety in mind.

  C. Parking Meter and Toll Charges

  Reimbursement will be provided for parking meter and toll charges for roads, bridges, etc., which are incurred during business travel. Such costs will be reimbursed to the employee when properly submitted on an EE&TR. Original receipts are not necessary for individual charges under $10.

  D. Travel to and from Detroit Metropolitan Airport

  1. Reimbursement for transportation costs to Detroit Metropolitan Airport (DTW) is allowed for personal vehicle round-trip mileage less normal round-trip commuting mileage. (See Section III, A, 5 to calculate reimbursable round trip mileage).
  2. Reimbursement for parking fees at DTW airport is allowed. Employees are encouraged to use the less expensive satellite parking options when possible. A receipt is required to substantiate the parking fees submitted for reimbursement.
  3. If the employee chooses to take another form of transportation, such as a taxi or limousine, the expense will be limited to the lesser of
     — The round trip mileage expense to the airport, less normal round trip commuting mileage, plus airport parking fees at an allowed rate of $8 per day;
     — or, the actual cost of the alternate form of transportation taken.

  A receipt is required for requesting reimbursement for alternate forms of transportation to DTW.

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  IV. Lodging

  Employees are encouraged to use reasonable lodging accommodations. However, attendance at a convention, seminar or University sponsored function may make it appropriate for the traveler to stay at the hotel serving the meeting site. In the event University employees are traveling together, shared accommodations are encouraged when appropriate.

  1. Reservations
     1. Employees are responsible for making their own hotel reservation.
     2. When attending a conference/convention, the employee will request the applicable conference/convention rate.
     3. Carrousel Travel can be contacted for specific hotel needs, corporate rates or promotional rates.
     4. Online reservations are encouraged because discounts are frequently offered by Internet providers.
     5. The employee will be responsible for obtaining a guarantee for late arrival at the time the reservation is made. Employees are to observe posted checkout times in order to avoid a charge for the day of departure.
  2. Cancellations

     In the event a business trip is canceled or changed, the employee will be responsible for making the necessary changes in his/her reservations.

  3. Hospitality Rooms

     The University will reimburse for the rental of a hospitality room and the associated snacks and beverages if the room is necessary for conducting business for the University.

  4. Reimbursement
     1. A machine-printed hotel receipt detailing charges must support all lodging expenses.
     2. The per night cost of lodging, including room taxes, should be reported by day on the EE&TR.
     3. Charges for room service are limited to the meal rates and charges discussed below.
     4. Meals are to be reported and reimbursed at per diem rates (See section VI)
  5. Private Homes

     Expenses for lodging at homes of relatives or friends in lieu of staying at a hotel shall be reimbursed to a maximum of $40 per day.

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  V. Miscellaneous Travel and Lodging Expenses

  Amounts claimed for miscellaneous travel and lodging expenses must be identified and reported by day in the "Other" category provided on the EE&TR.

  Receipts are not required unless the amounts claimed are in excess of the allowed daily or weekly totals outlined below.

  1. Baggage & Excess Baggage Fees

     Charges for baggage and excess baggage will be reimbursed if required for university-related travel.

  2. Business Guest

     The department is encouraged to make travel arrangements through CTS. The hosting department is responsible for sending the paperwork for expense reimbursement requests to the Procurement Services Department.

  3. Changes/Reissues

     Any fees charged for business related flight changes will be reimbursed to the employee if documentation is included in a properly completed and authorized EE&TR.

  4. Gratuities

     Necessary gratuities to hotel employees are reimbursable. These costs should be reasonable compared to the costs of the services provided.

  5. Guest/Spouse Travel

     Ó£ÌÒÊÓƵ will not reimburse the travel costs of a spouse or personal guest. It is the responsibility of the employee to document reimbursable business expenses and to keep a record of such expenses apart from those incurred by the spouse/guest.

  6. Inoculations

     Charges for inoculations will be reimbursed if required for university-related international travel.

  7. Internet Service

     Hotel Internet service fees will be reimbursed if the service is necessary to perform University business and free services are not available. Fees for Internet services obtained on airplanes or in airports will only be reimbursed if the service is needed to perform University business prior to or during the flight period and no other option is available.

  8. Laundry, Cleaning and Pressing Charges

     If the employee is away from home for more than three days, reasonable amounts will be allowed for laundry, cleaning and pressing services to a maximum of $25 per week.

  9. Lost Tickets

     Employees are personally responsible for the cost of replacement of all lost paper tickets.

  10. Passports/Visas/Tourist Cards

      Passports/visas/tourist cards are personal in nature and will not be reimbursed by Ó£ÌÒÊÓƵ.

  11. Taxi and Shuttles
      1. While out of town at the business travel location, reasonable charges for taxis and shuttles are reimbursable.
      2. Fare amounts claimed in excess of $15 must be supported with a receipt issued, dated and signed by the taxi or shuttle driver. Report taxi, shuttle fares and parking fees by day in the "Other" category on the EE&TR.
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  VI. Meal Expense

  A. Daily — Employees will be reimbursed using one of the two methods listed below within the university policies (amounts include tax and tip).

  
  The rates apply to both domestic and international travel.

  Meal Reimbursement Effective July 1, 2023

  Daily rates	Without receipts $25 maximum	With detailed receipts $62 maximum
  Breakfast	$4	$10
  Lunch	$9	$17
  Dinner	$12	$35
  Partial day Departure/return	$12.50	$31

  
  
  

  1. Partial Days — Departure/Return Travel

     For the day of departure and the day of return from travel, the meal rate is calculated at 50 percent of the daily rates. Meals for one-day trips will not be reimbursed.

  2. Conference/Event-Related Meals

     Frequently, meals are included in conference or event registration fees. Meals not included in the registration fee will be reimbursed at the per meal rates.

     A copy of the conference/event registration form must be attached to the EE&TR.

  3. Business Guests

     Reimbursement for a meal provided to a business guest may be included on the EE&TR if the purpose of the meal is to discuss University business. The name of all attendees, their affiliation and the business purpose must be indicated on the EE&TR.

     A detailed/itemized receipt must be provided (not the customer copy of the credit card receipt).

     Costs for alcoholic beverages are reimbursable expenses only when the Ó£ÌÒÊÓƵ employee is hosting a business guest. If a meal with a business guest occurs during out of town travel, reimbursement for the other meals for that day are limited to the per meal rates cited above.

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  VII. Non-Reimbursable Expenses

  1. Alcoholic Beverages

     Alcohol is not a reimbursable travel expense unless it is included in the registration fee of a conference or other event or is served when hosting a university guest.

  2. Child Care Expenses

     Expenses for child care while the employee is traveling are not reimbursable.

  3. Personal Entertainment

     The employee will not be reimbursed by Ó£ÌÒÊÓƵ for expenses for personal entertainment such as in-room movies, video rentals, health club fees and personal grooming costs.

  4. Personal Guest

     The cost of the guest's (i.e. spouse, friend, parents, siblings, and children) meals and travel expenses are at the discretion of the employee and will not be reimbursed by Ó£ÌÒÊÓƵ.

  5. Pet Care Fees

     Expenses incurred for boarding a pet are not reimbursable.

  6. Telephone

     Calls required for business purposes will be reimbursed. One (1) personal phone call or Internet connection will be paid up to $12/day; charge must be listed on the hotel bill.

  7. Theft and Damages

     Theft, loss of funds, damage or loss of personal luggage should be submitted to the employee's personal insurance company.

  8. Tips and Gratuities

     Tips and gratuities are included in the daily per diem rate for meals listed above. No reimbursement will be made for gratuities given to restaurant staff which are in excess of those rates.

  9. Travel Accident Insurance

     Supplemental travel insurance coverage is at the discretion of the employee and will not be reimbursed by Ó£ÌÒÊÓƵ.

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  VIII. Job Candidate Travel Expenses

  The University may reimburse a job candidate for all or part of the reasonable and necessary travel expenses incurred in connection with candidate interviews. The manager with budget responsibility must give prior authorization for such reimbursement before the expenses are incurred. Expenses incurred by the candidate are to be charged to the applicable department's employee recruitment budget line (account code 7238) and are to be processed on a Check Request. Employees are encouraged to use CTS to book flight arrangements for job candidates.
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  IX. Hospitality Expenses

  1. Hospitality expenses include the provision of food, beverages, activities, or events for the purpose of promoting and furthering the mission of the University. Hospitality expenses are generally reimbursable when they are reasonable in amount, include outside individuals, and are clearly required to advance the mission of the University.

     The following guidelines should be followed when seeking reimbursement for hospitality expenses:

     1. On-campus hospitality activities must use the University's Dining Services (Metz Culinary Management or Dining Services) unless Metz Culinary Management is given the opportunity in advance of the event to indicate that it cannot provide the specific services needed for the activity. Charges for the costs of such activities will be made directly to the hosting department through the Interdepartmental Charge (IDC) process.
     2. In those rare instances where food and beverages for on-campus activities is not provided by Metz Culinary Management, employees will be reimbursed by completing an EE&TR. As a general rule, these types of expenses should be minor in dollar amount and represent the exception rather than the rule.
     3. Whenever possible, university facilities should be used for all University sponsored meetings, conferences and training sessions. The use of private facilities, including personal residences, as well as the types of meals and refreshments to be provided, must be approved in advance by the respective Vice President with budget responsibility.
  2. Reimbursable Hospitality Expenses

     Business Hospitality includes:

     1. Meals and refreshments at Business Meetings.
        1. Meals and refreshments are allowed when the meetings include outside individuals and there is a clear business purpose associated with the meeting.
        2. Meals and refreshments may be allowed when employees are required to attend a meeting and there is a bona fide business purpose for the meeting.
        3. Meals involving only Ó£ÌÒÊÓƵ employees (as opposed to refreshments) are only eligible for reimbursement when:
           1. A business meeting causes the participants to work through a period in which they would normally be expected to have a meal,
           2. The meeting could not reasonably be scheduled at another time.
        4. Business Meetings include:
           1. University sponsored seminars, retreats, workshops, orientations.
           2. University sponsored meetings of advisory groups, outside reviewers, or committees.
        5. Meals should not be provided for regularly scheduled department meetings which include only Ó£ÌÒÊÓƵ employees.
     2. Alcoholic Beverages

        The purchase of alcoholic beverages is permitted for hospitality events and meals with guests when approved in advance by the respective Vice President with budget responsibility.

     3. Business Host/Hostess Gifts

        Gifts for guests, lecturers, hosts, volunteers, etc. are limited to $25.

  3. Non-reimbursable Hospitality Expenses

     University funds may not be used for:

     1. Retirement dinners or gifts which are held outside of the University authorization guidelines. The cost of retirement lunches, dinners and gifts is the responsibility of the host and/or attendees.
     2. Purchasing gifts or flowers for events such as birthdays, bridal showers, baby showers or funerals.
     3. Meals/refreshments for regularly scheduled department meetings.
     4. Department sponsored retreats and workshops.

     See Attachment A for a detailed chart of reimbursable hospitality expenses.

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  X. Advance for Travel Expenses

  1. Advances may be made only when estimated expenses to the employee are expected to exceed $250. Estimated expenses should be detailed on the Employee Advance Request.
  2. Advances are subject to the following guidelines:
     1. The Employee Advance Request must have all appropriate approvals before submitting to Procurement Services. The advance will be processed as a direct deposit. (See direct deposit instructions.) Employees wishing to receive a travel advance must first enroll in direct deposit for Reimbursement/Advance.
     2. Advances will not be made available to the employee more than two weeks prior to travel departure or event
     3. Only two (2) travel advances will be allowed for an employee at any given time.
     4. Travel advances will only be issued for travel requiring overnight stays.
     5. Single trip advances:
        1. Must be accounted for on an EE&TR within 30 calendar days following the completion of the scheduled trip.
        2. The amount due to the employee will be reduced by any advance received.
        3. A direct deposit will be issued for the net amount due the employee.
        4. If the advance obtained by the employee exceeds the actual expenditures for the respective trip, the excess funds must be paid to the cashier at the Student Accounting Office. The cash receipt from the Student Accounting Office must accompany the EE&TR when it is submitted to Procurement Services.
        5. In the event the EE&TR is not submitted within 30 calendar days following the completion of the scheduled trip, the travel advance will be recovered through payroll deduction. Payroll deductions will be reasonable amounts over a period not to exceed 26 pays.
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  XI. Forms and Instructions

  • EE&TR: Employee Expense and Travel Reimbursement Form
  • EE&TR Instructions
  • Employee Advance Request
  • Employee Advance Instructions
  • Travel Request (TR)
  • Travel Comparison Worksheet
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  Direct Deposit Instructions for Employee Reimbursements and Advances

  1. Sign in to the .
  2. Click on the My Portal Self Service link.
  3. Click on the Employee Tab.
  4. Click on Pay Information.
  5. Click on Employee Direct Deposit for Reimbursement and Advances.
  6. Enter your bank information, follow the instructions.
     
     Accounts Payable can take only one bank account, unlike Payroll. You do need to re-enter your information, even if it is already in Payroll.
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  Attachment A

  To view Attachment A, please download the PDF.