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Introduction
This New Employee Handbook of Travel Management Regulations includes detailed information for reimbursed business travel. Reference MSU’s Manual of Business Procedures, Section 70: Travel Regulations via the Web address www.ctlr.msu.edu for complete policy information.
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Statement of Purpose
MSU’s travel management regulations were established to:
- provide standard guidelines for arranging and purchasing all University business travel;
- ensure consistent quality service for all University business travelers and arrangers in accordance with applicable University policies, individual preferences, and departmental budget constraints;
- consolidate travel purchases to provide leverage in negotiating vendor discounts
- minimize the cost of University business travel; and
- meet Federal and IRS expenditure and reporting requirements.
All travelers and arrangers should familiarize themselves with the contents of this handbook and subsequent updates. It is the responsibility of each individual incurring travel expenses to comply with the University’s regulations.
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Questions about Travel Management Regulations
Questions about MSU’s travel policies and procedures, feedback on travel vendor performance, suggestions for future handbook updates, reimbursements, direct billing of airfare, MSU’s corporate card program, cash advances, and day-to-day travel related issues should be directed to:
Travel Manager
370 Administration Building
Phone: (517) 355-0343
Fax: (517) 432-4656
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University Policy Regarding Procurement of Travel Services
MSU’s consolidated travel management program includes agreements with three travel agencies. MSU’s cluster travel agency (CTA) consolidation was adopted to provide MSU business travelers and travel arrangers with a significantly improved travel program that provides better service and reduces costs.
The MSU policy requiring signed departmental trip authorization prior to travel on the MSU Travel Voucher remains in effect. Check your specific departmental guidelines for compliance.
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Definition of University Business Travel
MSU travel policies and procedures apply to all University funded business travel, without regard to source of funds. University business travel is defined as any travel paid for, whether in advance or through reimbursement, out of an MSU account, including grant and agency accounts. This policy also applies to non-MSU employees whose travel is paid for by the University (e.g., recruits, speakers, consultants, and other MSU guests).
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Grant or Contract Policy
When travel costs are to be charged to a sponsored project, the terms of the applicable contract or grant will take precedence over MSU Travel Regulations (e.g., Fly America Act or different per diem rates).
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Lowest Logical Available Airfare
Air travel must be at the lowest logical (considering cost and time) available airfare, which is defined as travel (a) in coach or economy class, unless a CTA certifies non-availability, and (b) via the most logical and efficient route taking into consideration the business traveler’s objective and airline penalties and restrictions.
First or business class domestic travel for medical reasons is allowed on an exception basis when a separate written justification is approved prior to booking by the dean, separately reporting director, or equivalent level or above University official. Business class travel may be allowed with prior approval from Dean or Director for international travel flights exceeding five hours in duration.
MSU travelers may travel on weekends, utilizing discount airfares that require Saturday night lodging, if the cost savings for the airfare exceeds the additional lodging and per diem costs.
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Cluster Travel Agencies (CTAs)
Each of the University’s CTAs is a full-service travel agency offering MSU travelers and travel arrangers a one-stop-shop. Information on specific CTA services may be accessed via the CTA’s Web sites or by calling the MSU Travel Office, (517) 355-0343. Contact information is listed below for each CTA.
- Passageways Travel - (formerly Spartan Travel)
Address: 3032 Lake Lansing Rd, East Lansing, MI 48823
Phone: 517-(35)3-9898 or 800-684-7384
Fax: 517-(43)2-7400
After hours emergency 800 number: 1-877-272-2941
Web address: www.msutravel.com
- Anderson Travel
Address: 2740 East Lansing Dr. East Lansing, MI 48823
Phone: 517-(43)2-7711 or 517-337-1300 or 800-723-1233
Fax: 517-337-8561
After hours emergency 800 number: 1-800-366-2100
Web address: www.andersontvl.com
- STA Travel
Address: 207 E. Grand River, East Lansing, MI 48823
Phone: 517-(43)2-7722
Fax: 517-(35)5-1870
After hours emergency 800 number: 1-800-781-4040
Web Address: www.statravel.com
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Direct Billing of Airfares/Rail - Application
Eligible University business travelers are offered the option to have airline and rail ticket purchases directly billed to the University when booked through the CTAs. Business travelers may call any one of the CTAs to utilize direct billing. Airfare may be booked up to 120 days prior to trip departure. Travelers may charge airfare/rail tickets to multiple MSU account numbers if desired. The MSU business traveler must provide the travel agent with a valid account number and travel object code at the time of reservation. Direct billed airfare/rail charges will be expensed the month after booking on the respective departmental fund ledger reports. NOTE: Airfare/rail tickets booked in the current fiscal year for travel taking place in the next fiscal year (after July 1) will not be expensed until July of the next fiscal year (accounting requirement).
To use direct billing, the airfare/rail tickets must be funded completely by MSU account number(s). A MSU business airfare partially paid for from personal or non-MSU funds cannot be direct billed. For example, if a MSU department can fund only $300 towards an airfare costing $400, direct billing cannot be utilized.
Hotel and car rentals should be paid for by the traveler. Reimbursement requests with original receipts should be submitted on the Travel Voucher after the trip.
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Traveler Preference Profile/Direct Billing
To expedite processing and to ensure accuracy of all travel requests, MSU travelers should complete a Traveler Preference Profile/Direct Billing Application form. Profiles provide a readily accessible (electronic) guide to important billing and ticket delivery information, as well as traveler preferences for meals and seats. Travelers permitted to utilize direct billing of airfare/rail are required to have a signed, authorized Traveler Preference Profile/Direct Billing Application form maintained in their Departmental Office. Authorization must be obtained at the departmental level. Authorized forms should then be faxed to the University Travel Office (fax # 517-432-4656) for processing and distribution to the CTAs. A copy of the Traveler Preference Profile/Direct Billing Application form must be on file with the CTAs before the traveler is able to utilize direct billing. A Traveler Preference Profile/Direct Billing Application template can be found on MSU’s Travel Office web-site. The Traveler Preference Profile portion of the template may be completed and submitted for reference by the CTAs even if the traveler is not approved for direct billing privileges. MSU travelers are reminded to submit updates whenever their profile/direct billing information changes (e.g., phone number, address, etc.).
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Corporate Card Program
MSU utilizes a Corporate Travel Card Program for University travelers. Personal credit cards are issued to eligible employees who travel on behalf of the University. The card has no annual fee and payments are due in full at the end of each month from the cardholder. An application form may be downloaded (from the University Travel Office web site), completed by the traveler and faxed to the Travel Office (517) 432-4656 for processing. When MSU business travelers purchase transportation from any CTA using either the Corporate Card, or direct billing, they will automatically be insured for $500,000 at no extra cost to the traveler.
The GE MasterCard also has an ATM cash access feature and includes free full primary collision insurance on car rentals for travelers using the GE MasterCard.
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Travel Advances
Use of the GE MasterCard Corporate Card and the option of direct billing of airfare should eliminate the need for most travel advances. Please refer to the Manual of Business Procedures for more information on Travel Advances. Questions regarding eligibility for advances should be directed to the University Travel Office (517) 355-0343.
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Use of Preferred Airline, Car, and Hotel Vendors
MSU’s business travelers are highly encouraged to use MSU’s preferred airline and car vendors as discounts are contingent upon University participation. Use of preferred airline and car vendors is not mandatory. However use of the lowest logical available airfare is policy (Section 7). Because contracts with vendors are subject to change, contact the CTAs for detailed information. Under MSU’s contracts, discounts on air travel may only be used on travel arranged by the CTAs.
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Airline Discounts / Contracts
The University has leveraged its total travel volume to secure significant negotiated discounts with a major U.S. airline carrier. The following airline discount applies to all University business and affiliated business travel (not leisure) when booked through the CTAs:
- An up-front percentage discount off all published domestic and international Northwest Airlines fares, including Northwest’s commuter service.
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Conference Travel
If you are attending a conference which is promoting the use of discount conference rates (airline, car, and hotel), fax a copy of the conference material to a CTA. The CTAs can compare the conference discount with MSU’s discount and issue the lower of the two rates. MSU’s discount rates will, most likely, be lower.
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Hotel Discounts / Contracts
Hotel and Housing Accommodations may be made through the CTAs in connection with an airline booking, or directly with the hotel by the traveler.
MSU has negotiated contracts with major hotel chains, hotels in major cities, hotels in Big Ten campus locations and hotels in the greater Lansing/East Lansing area. Some contracts require the traveler to present authorized stickers in order to qualify for the rates. These stickers are available at all CTAs and the University Travel Office. It is expected that the traveler will always ask if the quoted rate is the lowest rate available. Reimbursement will be made at the single rate for business travelers. Group travel (10 or more) should contact the Group department of each CTA to negotiate special rates. Travelers may want to print the HOTEL DISCOUNT LIST from the University Travel Office Web site: www.ctlr.msu.edu/travel. MSU has a Visitor Inbound Program (VIP) which enables non-MSU travelers to qualify for discounted rates.
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Rental Car Discounts / Contracts
MSU and the Big Ten Universities have contracted with NATIONAL CAR RENTAL for special corporate rates and benefits. Reservations may be made through the CTAs or on-line through National Car Rental's web site using the MSU ID # 5001514. Free Loss Damage Waiver coverage applies when the MSU ID # 5001514 appears on the rental agreement. Discounted rentals may be used for leisure as well as business travel. National’s "Emerald Aisle" membership is free and travelers may obtain an application form from any CTA or the University Travel Office. For details regarding negotiated ceiling rates, special one-way city pairs, young driver policies, and eligible renter definition, travelers should access the University Travel Office web site.
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Additional Discounts Group/Meeting Air Rates
If you are planning a conference or meeting, the CTAs can assist with specialized air group negotiations. If you are attending a conference, refer to Section 16 for reservation options.
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Cancellations
When a trip is canceled after the ticket has been issued, the traveler must immediately notify the CTA that issued the ticket. For tickets issued on a discounted fare, the airlines will generally not refund the cost of the ticket, but may allow the value to be placed against future travel (minus an administrative fee). The traveler should inquire of the CTA about using the ticket in this manner. Cancellation fees incurred in the normal course of doing business are reimbursable. Fees incurred by the traveler through negligence, personal choice, or carelessness of the traveler are not reimbursable.
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Making Travel Reservations
The CTAs have every resource at hand to provide the lowest possible fares, within guidelines established by University travel policies. While a great deal of information on billing, delivery and traveler preferences may be pre-stored in a retrievable database from the Traveler Preference Profile/Direct Billing Application, there is information that is specific to each reservation. This must be provided each time that a reservation is made with a CTA. Such information includes:
- All Reservations
- Name of person calling and from where (e.g. MSU Controller’s Office)
- Name of the traveler for whom the reservation is being made.
- Purpose of the call, e.g. checking for information, making or changing a reservation, canceling a reservation.
- If airfare is directly billed, the 6-digit MSU account number to which travel will be charged, the travel object code & department(s) paying for the trip.
- If Traveler Does Not Have a Traveler Preference Profile
- Traveler’s home telephone number (required by the airlines).
- Desired dates for travel.
- Desired time of arrival.
- Amount of flexibility that traveler may have in their arrangements (the standard is to search for applicable arrangements within a 2 hour window of desired departure/ arrival time)
- Where and when an accountable document is to be delivered (electronic ticketing is preferred) - Unless otherwise instructed, delivery will be scheduled 3-5 business days prior to departure in order to note any late schedule changes by the airlines.
- Airline Tickets
- City from which the traveler wishes to depart and the city to which the traveler is going (many times there are airport alternatives that can result in a savings).
- Desired dates for travel.
- Desired time of arrival.
- Amount of flexibility that traveler may have in their arrangements (the standard is to search for applicable arrangements within a 2 hour window of desired departure/ arrival time)
- Where and when an accountable document is to be delivered (electronic ticketing is preferred) - Unless otherwise instructed, delivery will be scheduled 3-5 business days prior to departure in order to note any late schedule changes by the airlines.
- Car Rentals
- Location as to where the car is to be picked-up and dropped-off.
- Dates on which the car is to be picked-up and dropped-off.
- Size of car.
- Lodging Reservations
- The city and location for which the reservation is needed.
- Dates that traveler will need to stay at the location.
- Preferences such as specific property, cost, or desired amenities.
- Whether the reservation is to be guaranteed for arrival (this will be required for any arrival after 4pm and may be required at any time at some locations).
- Car Hire / Limousine
- Exact address at which pick-up is to be made and to which the traveler will be driven.
- Exact time that the travelers will require a pick-up.
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- Corporate Travel Card Application
- Direct Bill Application
- Travel Reimbursement Voucher
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Resources
- Manual of Business Procedures
- CTA's
- Direct Billing Training Manual
- Corporate Travel Card Program
- Hotel Discount List
- Airfare
- International Per Diem Rate
- Mileage
- University Travel Office Home Page