Hosting expenses are for business meals taken with guests, colleagues, or donors. Hosting Limits Expenses should not exceed the per-person allowances of $30 for breakfast, $30 for lunch, $70 for dinner, and $20 for alcohol, including tax and tip. (Note that alcohol purchases are restricted on most shortcodes.) Receipts Attendee Lists Additional FAQs are available
The general travel guidelines are a useful reference for research travel, as the same overarching policies apply. However, if you are using sponsored funds, be aware that your grant may have special travel restrictions. Federal grants require pre-approval for foreign travel. They also require use of an American airline (marked with a “Fly America” icon
U-M’s Travel and Business Hosting Expense Policy, SPG 507.10-1, provides overall guidance for employees spending university funds for business travel and hosting. SSC’s Travel & Expense Resource Guide is a great starting point to find travel/expense resources. The U-M Expense Reporting page covers common questions on mileage, per-person hosting limits, receipt requirements, and best practices.
Using a PCard or Personal Card Travel, hosting, and supply purchases under $5k may be made directly by faculty and staff using a U-M corporate card (PCard) or a personal card (Out-of-Pocket/OOP). To process your PCard or OOP expenses, submit them on an expense report. PCards are highly recommended over OOP methods, as OOP expenses
Direct reimbursement for a specific purchase, rather than a lump sum amount. Itemized receipts required (see SSC Receipt Resource). Instructions for Staff Travel Business Hosting Expense Report (TBHER) – Student or Guest Reimbursement Instructions for Faculty Please email Taubman College Finance (taubmancollegefinance@umich.edu) with the below information:
Examples: Honoraria for class speakers; individual service payments to an editor, photographer, consultant, etc. The individual can opt to provide an invoice, but this is not required unless they want to be paid as a company/organization (see Pay a Company/Organization). Note: Individuals can be hired as temporary employees for recurring services, e.g., work on a
Examples: Pay an invoice for lab supplies, event space rental, etc. Some individuals prefer to be paid as a company/organization (e.g., photographer with an LLC). Invoice is required for payment.
Provide the supplier with a copy of the university’s tax exemption certificate to ensure the purchase is exempt from sales tax. When making a purchase with the university PCard, be sure to inform the supplier (when ordering online) or the cashier (when purchasing in person) that the goods are tax-exempt. Note: The front of the
Examples: Research services, large hotel blocks, event space rental, individual services (photography, consulting, etc.), equipment parts and maintenance, etc. Instructions for Faculty and Staff Send an email to Taubman College Finance (taubmancollegefinance@umich.edu) with the below information Please note that it may take 1-3 weeks for completing a contract so please work with us earlier. Contract
All purchases of goods and services must be made in accordance with university policies and procedures (see SPG 507.01). Adherence to these policies and procedures ensures that procurement activities will be done in an open and competitive environment and that all prices paid by the university will be fair and reasonable. Get it started: Purchasing