Travel and Reimbursement
The following information is in regard to travel that
may be reimbursable from various University funds.*
Documentation
The Department of Anthropology requires that
you submit original, itemized receipts for all reimbursements, with the
exception of a University approved per diem as described below. All receipts
must list the items purchased. Restaurant check stubs are not accepted by the
University; food and drink need to be itemized. Alcoholic beverages are not
reimbursable from most funds. Please translate receipts that are not in
English.
Per diem
If you are traveling on a long-term basis –
particularly internationally – please check with our departmental accountant
before you leave about getting an approved per diem rate for each of the areas
that you plan to visit. Current UM policies, and some sponsored funds, may
allow you to use a per diem rate instead of getting receipts for your meals and
incidentals. (Receipts would still be required for reimbursement of lodging and
other expenses.) Use of a per diem rate needs advance UM approval which is
requested by way of a brief email. Using a per diem can save you time and
money!
Conversion rates
The University requires written
documentation of the rate used to convert foreign currency into US dollars. Per
the Standard Practice Guide: “Expense reports must be submitted in U.S. Dollars
with an explanation and translation of the foreign receipts and their
conversions… travelers must use the currency rates in effect when the travel
took place. Therefore, currency exchange receipts should be saved and used for
converting foreign currencies back to U.S. dollars…” If travelers do not supply
the required documentation, we must use a currency converter that may not agree
with your rate. This could cost you money. We strongly encourage you to provide
written documentation of the actual rate used.
International Travel Registry
Faculty, staff, and students traveling
outside the
For international travel, please register
your trip at the site above.
For all University travel
For all University business trips, please
send the senior business administrator a brief email that says, "I will be
traveling on University business to ____ , leaving on
____ and returning on ____ ." This will document that your travel is for
University business for insurance or other purposes.
Travel advance or Lump sum advance
Please note: The University is currently
(2006) reviewing all policies and procedures related to advances. At this time,
travel and lump sum advances are allowed if you have appropriate University
funds sufficient to cover the amount of the advance,
and if you have not been placed on the University’s “no advance” list. Please
see our departmental accountant for either type of advance.
A travel advance (minimum amount $500) is
for travel expenses only (e.g. air fare, hotel, meals, taxi). Please see our
departmental accountant at least one week before you need a travel advance. As
soon as the travel advance has been signed, you would take this form to the
Cashier's Office to get the advance.
A lump sum advance is more complex. A lump
sum advance can include travel but also includes non-travel items, such as
supplies or payments to non-US workers outside of the
* Departmental policies and procedures
are subject to change without notice to comply with LSA policies and University
policies in accordance with the Standard Practice Guide. Appropriate, available
funds must be identified in order to process reimbursements and advances.
Updated 1/16/06