This statement of policy on reimbursement for travel expenditures covers major points but probably will not answer all of the questions which arise in connection with business travel and off-campus professional development activities. Elaboration of this policy will not be necessary as long as its spirit is understood and accepted. In general, it is the intent to reimburse all necessary job-related expenditures by University travelers who make it clear that they are being frugal with tax dollars. It is understandable that more luxurious meals, accommodations and transportation may sometimes be preferred to the moderately-priced expenditures which are appropriate for business travel. In these cases, the traveler may accommodate both personal preference and University policy by submitting receipts for actual expenditures while claiming smaller amounts.
SVSU will reimburse you for actual reasonable business expenses while traveling for the University, based upon the following regulations, unless there is a maximum allowance or a reimbursement limit established by the department. If an expense is not allowable or is not properly documented, it will be subtracted from your Employee Travel Expense Voucher.
Receipts are required for any meal exceeding $5.50, including tips. Reimbursement will be based upon actual reasonable costs, including tips not exceeding 15%, but not in excess of the individual meal limits as stated in Schedule A below. To claim the cost of the meals, you must be traveling on University business as follows: Breakfast, prior to 7:00 a.m.; Lunch, away from the campus between 11:30 a.m. and 2:00 p.m. (the University will not reimburse meals eaten locally where only University employees are involved); Dinner, arrive back after 7:00 p.m.
A standard daily meal allowance option (per diem) may be utilized if you are traveling on University business and are away from the campus for periods of 24 hours or more. Receipts are required. This option is subject to departmental guidelines and budgetary constraints. Approved maximum individual meal rates may be exceeded; however, the total daily meal expenditures for the travel period may not be in excess of the maximum amount allowable.
If you are entertaining a University guest, the costs should be included under "Entertainment." In addition, the name of the guest, his or her position, the nature of the business discussed and others in attendance must be indicated on the travel voucher or a separate report. Prior approval regarding entertainment by the appropriate member of the President’s Staff is advisable; otherwise, University funding may be denied. The number of University staff members in attendance should be kept limited. For University-sponsored off-campus events for staff, such as in-service training and workshops, the cost of meals for the participants may be charged to a University account provided there are adequate funds in that account and the event and the meal charges have been approved in advance by the appropriate member of the President’s Staff.
Attach the original hotel or motel bill to your Employee Travel Expense Voucher. You will be reimbursed as follows:
A receipt or a copy of the program indicating the registration and other conference costs is required.
Other reasonable expenses which are necessary and are incurred in the conduct of University business will be reimbursed. The following expenses are reimbursed by the University:
|Maximum Meal Amount
|Battle Creek||125||Grand Rapids||122||Port Huron||110|
|Big Rapids||94||Indian River||157||St. Louis||42|
|Caro||37||Lake Superior State||240||Swartz Creek||48|
|Dearborn||102||MBS Airport||7||Wayne State||102|
|East Lansing||73||Mott Comm. College||42||Ypsilanti||100|
* Mileage from SVSU campus to center of city/location indicated.
Source: Michigan Transportation Map, 1983 Michigan Department of Transportation
Adopted 10/13/94 BC
Revised 7/17/07 VP-ABA