Travel Notes for Zoology

This page is designed to assist faculty and students when preparing to travel on University business.

Written Authorization
A written authorization is required for Michigan State University business travelers. If an authorization is not completed, it is possible that expenses incurred for non-authorized travel will not be reimbursed. Contact Sue Platte (plattes@msu.edu or 517-432-9817) as soon as possible before your departure date so the form can be completed.

Direct Billing of Airfare
Department travelers may make flight reservations with any of the MSU Cluster Travel Agencies (CTAs) and direct bill airfare when traveling on University business. Regular faculty and staff on the MSU payroll are eligible and must have a direct bill authorization or direct bill profile in place prior to booking travel with one of the CTAs. The Cluster Travel Agencies are Passageways Travel (formerly Spartan Travel), Anderson International Travel and STA Travel.

NOTE: If you are including personal travel in your business trip (which is not recommended) be sure to exclude all expenses related specifically to the personal portion of your trip. If you are flying to a different destination for personal reasons, be sure to obtain a written airfare quote from on of the Cluster Travel Agencies for the business portion of your trip. You may claim the lesser of the two costs as a reimbursable travel expense. Airfare which includes both business and personal travel should not be direct billed to an MSU account number.

Purchase of Airfare from Airlines, Web Sites, Etc.
Airline tickets may be purchased directly from airlines, web sites or consolidators with special discounted fares.

Air Travel Requirements
The following applies to all airline tickets direct billed or reimbursable, domestic or international travel. The University is setting standards so airline receipt requirements are consistent regardless of issuing agent, form of payment, or destination. The requirements fulfill applicable IRS or federal regulations.

Travelers need to submit airline passenger receipts which are available on airline websites and kiosks. The University will accept other documents such as electronic invoices, credit card statements, credit card charge detail or itineraries individually or in combination that fulfills the requirements. Airline receipt documents should include the following:

Lodging
If requesting reimbursement for lodging, the traveler is required to submit an original, itemized receipt which includes the hotel name and address.  If lodging is complementary (staying with family, friends, etc.) the traveler should include the name and address of the person providing the accommodations.

A safe warranty may be added to your lodging bill for the use of a safe in your room, whether or not you have used it. You may not be informed of the charge when you reserve/book your room. If a safe warranty fee is added to your bill and you did not use the safe, you must request that the fee is removed. If you use the safe, it is a non-reimbursable expense. You will not be reimbursed for the charge from University funds.

GE Corporate Travel Card
Regular faculty and staff on the MSU payroll are eligible for a corporate travel card, which is intended for business travel and retail purchases made while in travel status. There is no annual fee. Information about the card and an application are available at http://ctlr.msu.edu/COTravel/GESite.aspx.

International Travel Notes

International Traveler Database
Emergency contact information should be submitted to the department office as soon as possible before traveling abroad. If there were an emergency of any sort, this would allow University officials to verify that you are alive and well.

Fly America Act
If the trip is financed by a federal contract or grant, the Fly America Act mandates the use of U.S. flag air carriers for federally funded international travel. Any international airline ticket or portion of a ticket that has flight(s) not coded on a U.S. flag air carrier, but could have, will not be allowed on the federal grant account. The Fly America Act, explanations, and examples are available on the MSU Travel website at http://www.ctlr.msu.edu/cotravel/flagaircarriersus.aspx.

Passport
Your passport should be current and valid for at least six months after your foreign travel is complete. Effective January 2007, travelers flying into Canada, Mexico, the Caribbean, or Central America are required to have a passport. Processing and renewals could take up to 12 weeks. For passport and visa information, applications, and to check the status of a passport application, visit the U.S. Department of State website at http://travel.state.gov/passport/passport_1738.html.

If you need a Visa, go to the US State Department’s website, http://travel.state.gov/visa/visa_1750.html, which will provide you with the proper information.

Permitted and Prohibited Items
For an updated listing of items you are permitted to carry with you on your flights, visit the Transportation Security Administration’s (TSA) website at: http://www.tsa.gov/travelers/airtravel/prohibited/permitted-prohibited-items.shtm.

Export Controls and Trade Sanctions
If you are taking MSU property, including research-related materials, software, data, biological materials and equipment with you, it would be advisable to talk with Ronald Russell, Director, Export and Controls & Trade Sanctions, Office of Regulatory Affairs; to be sure you are in compliance with federal laws. Director Russell may be reached by telephone at 432-4500 or e-mail at russe292@ores.msu.edu. Information is available on the MSU Export Control and Trade Sanctions website: https://www.msu.edu/~vprgs/expregs/overview.htm.

State Department Warning
The US State Department can advise travelers of countries that should be avoided. Information on each country regarding health conditions, crime, unusual currency or entry requirements, areas of instability, and the locations of the embassy or consulate in-country is available on their website: http://www.ctlr.msu.edu/COTravel/traveladvise.aspx.

Immunizations
Be sure your immunizations are up to date. This should be checked immediately upon your decision to travel abroad as some immunizations require lead times. Information about travel and immunizations is available at http://travelclinic.msu.edu.

MEDEX
MEDEX provides medical evacuation/repatriation and personal assistance services through the MEDEX Program. Travelers eligible for coverage are overseas business travelers with an authorized MSU travel form. International travel products can be purchased at www.medexassist.com for individuals traveling overseas on personal business.

Health Insurance
Foreign countries are asking for proof of medical insurance. Travelers can contact their provider for information at the following numbers:

General Travel Information

National Car Rental
All MSU employees and retirees, spouses, and children (over the age of 21 and permanently living in the same household) are eligible to participate in MSUs car rental program with National Car Rental. MSU employees are also eligible to become Emerald Club members for free, which guarantees a car when reserved in advance of the pick up date. Electronic coupons are provided to MSU on its intranet site available through the MSU Travel Office website. Reservations made on the intranet site receive an additional discount of up to 10%.

Michigan Flyer
Ground transportation service from East Lansing to Detroit Metro is available on the Michigan Flyer. The luxury buses are equipped with reclining seats, adjustable head and foot rests, and wireless internet access. The charge is $25 per person each direction. Travel time is estimated at 2 to 2 ½ hours to and from East Lansing and Detroit Metro. The bus departs eight times per day from the University Place Marriott in East Lansing as well as the Sunoco station on Dunkel Drive in Lansing. To obtain more information or make reservations go to the Michigan Flyer website http://www/michiganflyer.com.

Capital City Airport Parking
The Lansing airport offers MSU employees a 50% discount on long-term parking. Coupons are good for business or leisure travel. To qualify for this program, sign up as a member of flylansing.com under MSU. Once you have received an acknowledgement from them, you can obtain discount parking coupons. For more information on this program and directions for signing up on flylansing.com, go to http://ctlr.msu.edu/COTravel/CapitalCityAirport.aspx. Click on “Discount Parking Coupons” for specific instruction.

Mileage Reimbursement
Mileage is reimbursed at the rate of $.58 per mile (effective July 1, 2008) for business related travel. Personal car mileage is calculated by MapQuest and Tripmaker which assumes that travel is to the center of the city to which you are going. Since the University does not reimburse mileage for commuting, mileage must be computed to and from the point of employment. If you choose to drive to your business destination and the mileage cost is greater tan $300 in total, you must obtain a written estimate of the airline cost to fly to that destination from one of the Cluster Travel Agencies. The traveler will be reimbursed the lesser amount.

Meal per Diem
A subsistence or per diem allowance covers meals incurred while traveling from home overnight.

 

by Sue Platte