university of michigan travel agency

Michigan Alumni Travel Program

The Michigan Alumni Travel Program and Go Next are pleased to offer exceptional travel opportunities available to you, your family, and your friends. Join fellow alumni and experience the camaraderie of exploring the world with like-minded travelers. Each Go Next trip has been thoughtfully selected with you and your alma mater in mind. We take care of the details, so you can relax and enjoy the company of your fellow alumni.

Travel is a member benefit of the Alumni Association of the University of Michigan. To participate in a Michigan Alumni Travel trip, all participants must be members of the Alumni Association.  Membership and sign-up information can be found on the Alumni Association’s website. To view online, click here .

Because of the exceptional value and limited space, we encourage you to make your reservation as soon as possible.

Rachele Neu Senior Travel Program Manager Alumni Association of the University of Michigan 200 Fletcher Street | Ann Arbor, MI 48109-1007 Phone: 734.647.3010 | Toll-free: 855.764.0064

Reservations and Questions

Purchasing travel insurance is highly recommended to protect you, your belongings, and your travel investment. The Alumni Association of the University of Michigan’s Travel Program will send you information regarding travel insurance as soon as your reservation is submitted.

Michigan Alumni Travel Program Group Programs

Experience charm, history, and elegance from London to Copenhagen on this 10-night cruise aboard Oceania Cruises’ Marina .

Immerse yourself in the history and culture of Greece and Italy on this 10-night cruise from Athens to Rome aboard Oceania Cruises’ Vista .

Escape to the great Down Under on this 14-night adventure through Australia and New Zealand aboard Oceania Cruises’ Regatta.

Embark on an extraordinary 10-night cruise along the Panama Canal and the Caribbean Sea, where enchanting tales of the past merge seamlessly with breathtaking coastlines and vibrant local cultures.

We Are Alumni Association of the University of Michigan

Dear University of Michigan Alumni Travelers,

Our Mission

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— VIEW OUR 2024 TRAVEL CATALOG —

Dear University of Michigan Alumni Travelers,

The University of Michigan Alumni Association is pleased to partner with Orbridge to offer our alumni exceptional travel opportunities—a combination of exclusive itineraries, deluxe properties or ships, knowledgeable expedition leaders, and the company of fellow alumni. 

With special features and unparalleled access to distinguished locations, you will discover unforgettable places, people, and cultures, and enjoy experiences that will enrich your understanding of our diverse and wonderful world. Whether close to home or far away, on land or by sea, your next adventure is waiting! 

Join us and our partner Orbridge—make your reservation today! 

Yours for Michigan,

Rachele Neu B.S '08, M.A '12 Senior Travel Program Manager

Upcoming Tours by Departure Date

Flavors of Sicily

Discover Southeast Alaska (Sitka to Juneau)

National Parks & Lodges of the Old West

Stunning Scotland: Highlands & Islands

Around the World by Private Jet

Northern Lights and the Wildlife of Northern Manitoba

Kenya Safari: The Big 5

Cruise the Danube by Luxury River Ship

Vancouver to Toronto by Rail

Antarctica Discovery

The Galapagos Islands – Western Itinerary

Discover the Canadian Rockies by Rail

Flavors of Northern Italy

Flavors of the Spanish Coast

Discover Egypt and the Nile Valley

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Student travel agencies.

Student travel agencies provide International Student Identification Cards (ISIC) which offer discounts and specials for student travelers. Travel agents help students find opportunities and special rates for future travel. Student travel agencies specialize in travel opportunities and discounts for student travelers. Even in the age of the internet, it can be useful to speak to an agent at an actual travel agency. There is no charge to visit or call a travel agent. Some questions to ask your travel agent:

• Does flying into or out of a different city (near my intended destination) make a difference in cost?
• Are there lower fares on certain days of the week?
• Is there a price difference between direct flights vs. flights with layovers?
• Are there flights with free layovers?
• Does length of stay matter? (even a few days can make a difference)
• Does the date make a difference? (the cost of flights usually varies greatly depending on the time of the year, known to travel agents as low, shoulder and high seasons)
• How soon do I have to pay to lock in this particular fare?
• Are student/youth/faculty discounts available?
• Does the cost of airfare differ for arriving in one overseas city and departing from another? (e.g. flying into London and out of Rome).

Student/Youth/Faculty Fares

Low cost fares are available for students, teachers, youth under age 26, and young children who purchase an  International Student Identity Card (ISIC) .

STA Travel 1-800-781-4040

STA Travel specializes in student travel. STA Travel can help with:

• Flights STA Travel can assist with booking low-cost airfare, including student discounts on plane tickets which have low fees for flight changes and cancellations.
• Airfare Deposit Program for Financial Aid Students You can lock in your student ticket price as early as you need with a non-refundable deposit of $300, which locks in the price. Your balance is then due 7 days before departure.
• Rail and Bus Passes STA Travel's rail and bus passes allow you to explore multiple countries at your own pace. Most are issued right on the spot in the Union, so you can leave the office with your pass in hand!
• Global Cell Phones Take one with you overseas for as low as $59. Phones work in more than 130 countries.
• ISIC Cards The International Student ID Card (ISIC) is the only card that provides international recognition of your status as a full-time college student. This card enables you to receive discounts on STA Travel airfares, currency exchange, parking, hotels, transportation, as well as locally.
• Culture and Adventure Trips Small group, large group, or independent travel is available for flexible amounts of time. Experiences for all types of travelers, from exploring to volunteering.
• Travel Insurance If you get sick, lose your bags, or your trip is cancelled--you won't lose all your money.
• Weekend and Day Tours Experience weekend- or day-long local adventures.

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Conlin Travel to begin service as university’s new travel agency

By Tim George Finance Communications

• Campus News

Ann Arbor-based Conlin Travel will replace TSI-USA — formerly known as TravelFocus — as U-M’s official travel agency within Concur, the university’s automated travel and expense system, starting Dec. 2.

Faculty and staff who use Concur to book travel will not see any changes in the process as a result, and won’t need to re-create their travel profiles within the system.

more information

• Read an FAQ about the transition to Conlin Travel.

Contact the Procurement Solutions Team at 734-764-8212 (option 1), 8 a.m.-4:30 p.m., Monday-Friday, or by email at  procurement.services @umich.edu . 

Learn more about Conlin Travel at the company’s website.

As the university’s new travel agency, Conlin Travel will offer the university reduced online reservation fees over the current vendor. These discounted fees will also be available to employees and students for personal travel when they book plans directly with Conlin Travel. 

A cross-functional team consisting of staff members from the Ann Arbor, Dearborn, and Flint campuses selected Conlin Travel. The team, which represented colleges, schools, and units with significant travel expenditures and/or unique travel circumstances, worked collaboratively with Procurement Services to evaluate proposals from five travel agencies, and also participated in onsite presentations from each of the agencies.

“After careful analysis of a variety of key factors ranging from customer service and pricing to domestic/international travel experience and capabilities, the team chose Conlin Travel, which has been operating in Ann Arbor since 1959,” said Nancy Hobbs, director of procurement services. “The team felt strongly that Conlin Travel best met the university’s wide range of travel needs and was also a vendor with a local presence and reputation for high-quality service.”  

Hobbs also noted that many areas at the university already have a relationship with Conlin Travel and have been using the agency to meet their travel needs for years.

“We’ve been using Conlin Travel since 2007 and the company has done a very good job in helping us with some fairly complex travel plans. The fact that they’re local is important to our faculty and staff. We’ve gotten to know the Conlin team very well over the years and have always appreciated the extra effort they put forth on our behalf,” said Karen BakkenBowers, finance and systems director for the executive education program at the Stephen M. Ross School of Business.

 “We hope that employees will use Conlin Travel for their travel needs. In doing so, our employees will not only be supporting a locally-owned business, but they’ll also be helping us obtain data that the university can then use to reduce overall costs by negotiating better rates with airlines, hotels, and ground transportation companies,” Hobbs said. 

Ruth Petran

Question: Are retirees eligible to use Conlin Travel with the same discounts? Conlin unable to answer this question when I asked – referred me to this website. If yes, Conlin thought we needed a code. Please, reply. Thank you, Ruth

Barbara Peitsch

Hi Can you please tell me specifically what the booking fees are, particularly for international travel? Thank you!

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We Are Michigan State University Alumni Office

Dear Spartan Alumni and Friends,

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The msu alumni office’s spartan pathways travel program provides a wide range of international and domestic educational programs offering unique travel opportunities designed to highlight different cultures of the world and to serve alumni of all ages, diverse backgrounds, and geographical locations. the program connects alumni with msu faculty and overseas partners to explore, learn and share once-in-a-lifetime experiences around the world. , the expertise and knowledge to put your mind at ease, photo gallery.

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Standard practice guide policies, travel and business hosting expense policy, introduction.

The University of Michigan is a global institution. Our faculty, staff and students are engaged worldwide, pursuing research and teaching activities, study abroad, internships, service and more. This SPG provides guidance for faculty and staff when spending university funds for approved university business travel and hosting and should be used in conjunction with the university’s International Travel Policy (SPG 601.31) to help ensure the safety, security and health of those traveling on university business.

Establishing policies and procedures for travel and business hosting expenses enables the University to effectively comply with federal and state regulations. These policies and procedures apply to reimbursements from all university funding sources. Non-compliance could result in the university being subjected to financial risks such as tax assessments, penalties and interest. Therefore, the university may not reimburse faculty, staff and others for expenses that are not in compliance with university policies.

On occasion, due to sponsored research contracts or other administrative purposes, more restrictive travel and business hosting expense policies and procedures may be mandated by specific programs, schools, departments, or offices. Faculty, staff and students whose expenses are funded by a grant or contract must adhere to the terms of that grant or contract for verification of allowable expenditures.

Reimbursement can only be claimed when reimbursement has not been—and will not be—received from any other source. The university will reimburse faculty, staff and others for reasonable and necessary expenses incurred in connection with approved travel or business hosting. A necessary expense is one for which there exists a clear business purpose and is within university expense policy limitations. The business purpose must support or advance the goals, objectives and mission of the university, and adequately describe the expense as a necessary, reasonable and appropriate business expense for the institution.

The University reserves the right to amend or revise policies at any time. Changes in policies and procedures will be readily distributed throughout the University community and are to be considered effective on their date of issuance unless otherwise stated. These policies are intended to be guidelines for the reimbursement of all University approved travel and business hosting expenses.

Refer to the Procurement Services website for travel and hosting related information.

University of Michigan Purchasing Card (PCard)

Eligible university employees may be issued a PCard for purchases related to official U-M business. The PCard may be approved for frequent business travel (two or more trips per year), or business travel of an extended duration. The PCard is also approved for business hosting, recruitment and development activities. Small dollar items may be purchased with the PCard if the following two conditions exist: (1) the item is not available from a U-M strategic contract or internal service provider and (2) the vendor does not accept a more appropriate purchasing method, such as a purchase order. Services and restricted commodities should not be purchased using the PCard. A list of restricted commodities can be found on the Procurement Services website . Temporary access to ATM cash withdrawal may be granted on a limited basis if the cardholder travels internationally. PCard transactions are to be reconciled in the university’s travel and expense system within 45 days of purchase. Late submission of PCard transactions could result in cancellation of the PCard. For more information about the PCard, see the Procurement Services website .

The PCard is not intended for personal use; doing so may result in cancellation of the PCard as well as other disciplinary action.

Expense Reporting And Approval Requirements

Approver role and responsibilities.

An employee’s immediate supervisor or higher administrative authority must approve travel and business hosting expenses before reimbursement will be issued. Should expenses not meet approval guidelines, the expense approver may deny the expense. Denied expenses will be considered a personal expense to the employee. Employees may not approve their own expenses, nor the expense report of the person to whom the employee reports functionally or administratively.

Approval responsibility should be assigned to an individual who can assess the business appropriateness and reasonableness of each expenditure. The approver is the control in the expense reporting process to identify potential or actual errors in expense reporting and is equally accountable for all expenditures. By approving travel and/or hosting expenses, the approver is attesting that each transaction and its supporting documentation has been reviewed and is an allowable expense. In keeping with proper fiscal stewardship, the approver must be sure the correct funding sources are charged and that each expense is consistent with departmental budgetary and project/grant guidelines. Should expenses not meet approval guidelines, the expense approver may deny the expense. Denied expenses will be considered a personal expense to the employee, and will be processed as a payroll deduction or a reduction in per diem allowance accordingly.

Approvers should ensure that each PCard holder with un-submitted transactions submits one, or at the most two, reports per month in a timely manner.

It is recommended that approvers be responsible for approving no more than 25 expense reports per month.

Documentation And Receipt Requirements

IRS requirements are met by the submission of approved expenses into the university’s travel and expense system. The specific business purpose of the transaction should be clearly stated on expense submissions and must explain why the university should incur the expense. For information on defining an appropriate business purpose, see the Procurement Services website .

Required receipts must be attached in the university’s travel and expense system (employees), or to the travel and business hosting expense report (non-employees). Approvers should confirm that the attached receipts are legible.

Receipts must contain appropriate detail, including starting and ending destinations, hotel charges and detailed item charges. Receipts must be attached to the expense report for the following transaction types:

• Lodging, air, rail and rental cars
• All other single expenditures $75.00 and greater

When using an electronic form of payment through a third party (such as PayPal, Google Wallet or Amazon), an itemized receipt with the following information must be submitted with the expense report:

• Supplier name
• Purchase price for the item
• Description of the item(s) purchased
• Quantity of the item(s) purchased
• Date of purchase

To comply with the federal government, Health Insurance Portability and Accountability Act (HIPAA), Protected Health Information (PHI) cannot be included when submitting PCard transactions. PHI is generally defined as any information—spoken, written, or recorded—that concerns the health of an individual or identifies that person in some way (e.g., name, Social Security Number, etc.). If you do use your PCard to pay for healthcare-related expenses for a patient or client, the information submitted to the university’s travel and expense system, should not include any PHI. All PHI on receipts or other documentation should be redacted prior to uploading the information to when completing your expense report. Failure on the part of the PCard holder or approver to comply with this requirement may result in the cancellation of the PCard.

In cases where a submitted expense does not conform to stated university policy, or if a receipt is lost or missing, an explanation should accompany the report. Within the university’s travel and expense system, each expense item has an available comment field for documentation of business purpose justifications or explanation statements. Comments must be provided in this field to explain why this exception to policy is necessary. The individual’s immediate supervisor or higher administrative authority must approve these statements. In addition, where noted in this policy, certain policy exceptions require approval by a Vice President, Dean, Chancellor, Vice Chancellor, Director or Senior University Officer.

Policy On ICRX Expenditures

External sponsors are critical to the university’s mission of education, research, and patient care. Sponsors such as the federal government, state government, foundations, and corporations fund direct costs for the university’s mission. Sponsors also reimburse the University a portion of facilities and administrative costs (indirect costs).

Indirect costs are necessary for the general operation of the university and for the performance of sponsored projects. Most general operating expenses of the university become part of the indirect cost rate calculations. Some costs identified as Indirect Cost Recovery Excluded (ICRX) expenditures must be flagged to ensure that they are not charged to sponsored projects as direct or indirect costs. Refer to the university’s Policy on Indirect Cost Recovery Excluded (ICRX) expenditures for more information about ICRX expenditures.

Expense submitters have the ability to identify such expenses requiring segregation by placing an appropriate “check” in a field on the expense submission within the university’s travel and expense system. Refer to the Procurement Services website for instructions on how to flag these expenses.

Expense submission for non-employees that are subject to exclusion from indirect costs must be charged against a shortcode or chartfield containing an X class. These expenses should be submitted on a Travel and Business Hosting Expense Report for non-employees. This form is available on the Shared Services Center website .

Internal Revenue Service Requirements

In order for cash advances and reimbursements of expenses to be excluded from an employee's taxable income, the university’s policies must meet the IRS requirements for an accountable plan, which means:

Advances and reimbursements must be reasonable in amount, for travel and hosting only, in line with actual costs incurred and within policy limitations. Employees must submit expenses via the university’s expense system substantiating the amount, date, and business purpose of expenses, ideally within 10 days but no later than 45 days, of the transaction date or completion of the trip or date of hosted event. Expenses submitted in excess of 45 calendar days will be reviewed by the Tax department to determine whether they are reimbursable.

Employees must return any advance amount in excess of allowable substantiated expenses within 45 calendar days after the completion of the trip or date of hosted event via payroll deduction. This is accomplished within the university’s expense system.

Expense Report Submission

It is highly recommended that all employees submitting expense reports via the university’s travel and expense system assign a default expense approver in the employee’s expense profile. Employee expense reports must be submitted by the individual who incurred the expense. The university’s travel and expense system provides the ability for a “delegate” to create an expense report on behalf of another employee. The employee who incurred the expense, however, must personally submit the expense for routing to the appropriate approver by logging into the university’s travel and expense system and submitting the report. Assigning a delegate to create expense reports does not absolve the submitter of the responsibility and accountability for expenses being submitted related to university business.

Personal expenses submitted for reimbursement will not be approved under this policy.

Sales Tax Exemption

As a government entity, the University of Michigan is not subject to pay Michigan sales tax. Employees should make every effort to avoid payment of sales tax.

The university’s state of Michigan sales tax exemption number appears on the front of the PCard, and some other states allow exemption from the payment of sales tax; the states’ exemption certificates can be found on the Tax website . Note that the exemption forms are state and use specific and should be used in accordance with the laws governing that particular state.

When utilizing the university’s designated travel agency and Travel and Expense Management System, the travel agency will make every attempt to ensure that taxes are exempted when possible at time of booking.

Travel Policy

It is highly recommended that travelers utilize the university’s electronic travel and expense system when booking business travel; this increases efficiencies when reporting expenses as well as a number of other benefits that can be found on the Procurement Services website . Also, university discounted rates are available when booking business travel through the university’s travel and expense system or when using the designated travel agency.

The university has retained a designated travel agency and strongly recommends that units utilize this agency when arranging travel. Contact information for the university’s designated travel agency for agent assisted calls can be found on the Procurement Services website .

The university’s travel and expense system offers mobile functionality to enhance the traveler’s experience. Information regarding use of Concur Mobile and policy limitations can be found on the Procurement Services website .

Traveling By Air

The university will reimburse the cost of standard coach airfare. Reimbursement for upgradeable or refundable coach airfare requires approval by a Chancellor, Dean, Director, Vice Chancellor, Vice President, or Senior University Officer. Travelers should always select the lowest price airfare within the bounds of the most logical schedule. Flights should be booked at least 14 days in advance. Flights booked with less than 14 days advanced purchase require an explanation comment for the booking delay for the approver’s review. Approvers may deny charges that result from last minute airline booking.

In the event travelers require a flight change, they must provide an explanation of changes that incur additional costs and the business reason for changing the flight. The total cost of the flight should be evaluated and approved as reasonable by the approver when the final expense report submission is completed.

Approved exceptions for first or business class travel on non-federal funds include:

• when a university traveler is accompanying a major donor or dignitary, flying first or business class is allowable when approved by the unit
• business class is also allowable for flights exceeding eight hours in duration.

Federal regulations prohibit the use of federal funds for purchase of business or first class air travel. In addition, federal regulations require that U.S. carriers be used for both foreign and domestic travel, unless one is not available.

Traveling By Rail

The university will reimburse the cost of train fare when it is less than the cost of standard coach airfare or there is a valid business purpose for traveling by rail.

Rental Vehicles

When a rental vehicle is necessary, university Risk Management advises that travelers should use the university's preferred provider and decline all collision insurance (Loss Damage Waiver or Collision Damage Waiver), because the university self-insures for commercial rental vehicle loss/damage. However, when traveling to destinations outside the Continental U.S. with the exception of Canada, university Risk Management recommends that travelers accept collision insurance or equivalent. Using the university’s designated travel agency ensures the proper waivers are met and available discount rates are obtained.

In the event of an accident while driving a rental vehicle, contact the rental company and Risk Management Office for claim handling.

Reimbursement will be made for reasonable fuel charges. Vehicle maintenance is the responsibility of the rental company and will not be reimbursed by the university.

Use Of Personal Vehicles While On Travel Status

At times, a personal vehicle may be used in order to save time, transport equipment or reduce costs when several people are traveling together. Reimbursement is calculated per mile based on the current federal mileage reimbursement rate. Reimbursement may not exceed the maximum allowable rate for federally sponsored programs, and is limited to the amount of standard coach airfare. Tolls and reasonable parking charges will be reimbursed in addition to the mileage allowance.

When using a personal vehicle for university business travel, mileage should be calculated from the traveler's office to the business destination. In addition, when using a personal vehicle for travel to and from the airport, mileage reimbursement should not exceed the distance from the traveler’s university office to the airport. 

Fuel costs are included in the per-mile reimbursement rate and are not reimbursable as a separate expense. Cost of fuel is only reimbursable for university vehicles or rental vehicles.

The university does not assume liability for damage to personal vehicles used on university business and does not assume liability for deductibles or any other uninsured loss to the vehicle. Liability insurance protection will be provided as additional coverage only after the private owner’s personal liability insurance limits are exhausted when the vehicle is used for business purposes.

Cost of repairs to a vehicle, whether or not they result from the traveler’s actions, are not reimbursable.

Under no circumstances will the University reimburse parking fines or moving violations.

NOTE: When traveling by car, mileage reimbursement isn’t always the most economical or safest choice. Renting a car through university-preferred vendors offers well-maintained, low-mile cars at discount rates for business travel. Refer to the Procurement Services website for guidance on limitations.

Local Transportation

The university generally does not reimburse local transportation (e.g., travel between university buildings on the same campus for meetings, or within the city of the employee’s primary work location), or parking and tolls. Local transportation includes mileage on personal vehicles and car rental for local use (e.g., zip cars).

When local transportation is a significant part of an employee’s job, exceptions for reimbursement may be made with approval from the appropriate higher administrative authority and with notice to the Director of Procurement Services. Approved exceptions must be renewed annually. When submitting an expense report within the university’s travel and expense system, an explanation for local mileage reimbursement must be entered in the “comment” field on the expense line.

The university does not reimburse for commuting costs (e.g., the costs associated with driving a car between home and the normal place of work or business).

Other transportation

The university will reimburse for shuttle or taxi fares to and from airports and railroad stations when such service is not included in air and rail fares, and where public transportation is not practical. Round trip taxi fare from Ann Arbor and Dearborn to Detroit Metro or from Flint to Bishop Airport or Detroit Metro is reimbursable.

A small number of university-owned vehicles are available to employees with valid driver’s licenses for university business. The Logistics, Transportation & Parking department can supply details and regulations related to the use of university-owned vehicles.

Per Diem/Travel Allowance

Travelers will be provided a per diem allowance to cover meals and incidental expenses for business travel days in accordance with the United States General Services Administration (GSA) rate tables ( www.gsa.gov ). Incidental expenses included in the per diem allowance are things such as hotel mini bar charges and tips to porters, baggage carriers, and hotel staff. Incidental expenses cannot be reimbursed separately as they are included in the per diem allowance rate.

While it is permissible to use a PCard to pay for business travel meals, it is not recommended because of the extensive accounting and reconciliation work it creates for the submitter.

Travelers are eligible for 75 percent of the per diem allowance rate on the first and last days of travel and on single day trips, where continuous travel is greater than or equal to 12 hours. While not recommended, it is permissible for departments and units facing fiscal constraints to pay per diem allowances that are less than the published GSA per diem allowance rates. Departments and units are not permitted to reimburse at rates higher than federal per diem allowances for meals on travel status. When meals are offered as part of a conference fee or when the traveler hosts or is hosted by another party while on travel status, the traveler must label these meals as “provided” when completing the Travel Allowance portion of the expense report. When meals are reported as provided in the expense report, the per diem allowance amount is automatically reduced to comply with federal policy.

The university will reimburse lodging expenses at a reasonable standard room rate that would be incurred routinely by regular business travelers. The traveler should exercise good stewardship when selecting a location, taking into consideration proximity to the business destination and safety. The traveler or the travel arranger should inquire about available government rates, the Big Ten consortium rate, or the conference lodging rate and select the lowest available rate. When the hotel is the conference or convention site, reimbursement will be limited to the conference rate, if available.

Travel Insurance

As part of its benefit program, the university carries a Group Travel Accident insurance policy. All faculty and staff, full and part-time, permanent and temporary, are automatically covered as of date of employment. Accordingly, reimbursement will not be made for supplemental insurance purchased by the business traveler.

For more information on the university’s travel accident insurance, including access to travel assistance for employees and their dependents, see the Benefits Office website. For information regarding university policy surrounding international travel, visit the International Travel Information and Registry site.

Spousal Or Dependent Travel And Business Hosting Expenses

In general, the university does not reimburse for spousal or dependent expenses. Reimbursement for a spouse’s or dependent’s transportation expenses requires approval by a Chancellor, Dean, Director, Vice Chancellor, Vice President, or Senior University Officer explaining why an exception is warranted. Notations should be made in the “comment” field on the expense line and the submitted expense report must be routed for the appropriate approvals. Expenses that do not have a clear university business purpose are not allowable as a tax-free reimbursable expense; if reimbursement is approved for these expenses, the reimbursement may be taxable to the employee.

Non-Employee Travel And Business Hosting Expenses

Reimbursement is permissible for necessary and reasonable travel and business hosting expenses of guests, such as prospective faculty, staff, officers, and students. To ensure compliance, it is the department’s responsibility to inform a non-employee about the university’s travel and business hosting policies and procedures prior to the non-employee’s visit. Departmental budgets and/or the terms of the contracts or grants may limit funding for non-employee travel. Procedures for non-employee expense report submission and reimbursement can be found on the Shared Services website .

The Stored Value Card program allows units to pre-pay per diem at GSA per diem rates or lower for students and guests. Use of the Stored Value Card is limited to the per diem meal allowance for non-employees, and is not generally used to pay the per diem meal allowance to employees. For more details about the Stored Value Card, read about the program on the Shares Services website .

When reimbursing students who also have an appointment with the university, the purpose of the travel should guide the reimbursement process:

• If the trip is related to academic pursuit, the reimbursement should be processed as a non-employee using the Travel and Business Hosting Expense Report form found on the Shared Services Center website .
• If the trip is related to employment, the reimbursement should be processed using the university’s travel and expense system

Travel And Business Hosting Cash Advances

Reimbursement of business expenses submitted and approved in the university travel and expense system occurs quickly; typically in a matter of days. Therefore, cash advances should be limited to employees with a compelling financial need to be used for travel or hosting related expenses only. Those employees may request an advance within a reasonable period of time before an authorized business trip or hosted event. The traveler’s or host’s immediate supervisor or higher administrative authority must approve the cash advance request. When requesting a cash advance greater than or equal to $5,000, and less than $10,000, approval is required by 1) Department Chair of an academic unit, or 2) Department Manager of a non–academic unit, or 3) the Senior University Officer responsible for the fund charged. Cash advances $10,000 or greater require approval from a Chancellor, Dean, Director, Vice Chancellor, Vice President, or Senior University Officer.

A cash advance cannot be used to pay a per diem allowance in advance.

Non-Employees

If a cash advance is necessary for a non-employee student, the student’s university sponsor must approve the request. The request must also be approved by the sponsor’s higher administrative authority and requires the same approval procedures as if the university sponsor had requested the advance. Students may receive cash from the university’s Cashier’s Office. If the advance is for a non-employee university guest, the approval procedures are the same as for non-employee students. However, a university employee must pick up the cash or check at the Cashier’s Office on behalf of the guest. The non-employee Cash Advance Form can be found on the Shared Services website .

Cash Advance Reconciliation

An employee must reconcile outstanding cash advances in the university’s travel and expense system as soon as possible, but no later than 45 days after the completion of the trip or event. In order to reconcile the advance, employees must apply the cash advance to the expense report in which the related expenses are reported. Any portion of the advance that was not used is to be recorded as “Cash Advance Return” in the university’s travel and expense system, resulting in a payroll deduction to return any unused funds to the university. In cases where the planned trip or event is canceled, any advances must be reconciled and the funds returned through payroll deduction as soon as possible. Amounts owed to the university after expense advance reconciliation will be processed through payroll deduction.

An employee must reconcile outstanding cash advances in the university’s travel and expense system before a new advance will be issued, except when another trip begins within five working days of the previous trip. In the event a cash advance is not reconciled, the employee may be subject to payroll deduction for the entire balance. If such a payroll deduction is necessary, the employee may not be eligible for advances in the future.

Upon termination of employment, all employees must promptly account for and return any outstanding advances.

To reconcile a cash advance for non-employees, the unit must apply the cash advance against all related expenses using a Travel and Business Hosting Expense Report found at the Shared Services Center website . Any portion of an advance that was not used must be returned to the university and the unit must deposit to the same chartfields from which the advance was issued, attaching a copy of the cash receipt ticket to the report. The report should be submitted within 45 days of the return date of travel.

Business Meals And Business Hosting

Business meals.

Business meals are those taken with guests, colleagues, or donors, during which focused business discussions take place.

University representatives may be reimbursed up to the published limits on the Procurement Services website for approved, necessary, and reasonable business meal expenditures. When business meals include multiple university employees, it is recommended that the expense be paid for and expensed by the most senior university employee present.

Expenses that exceed the limits require a comment explaining why an exception to the policy is necessary. In addition, the amount exceeding the limits cannot be charged to federally funded projects.

For more information, refer to the university’s Policy on Indirect Cost Recovery Excluded (ICRX) Expenditures .

For limited exceptions for development and recruitment activities, see the Procurement Services website .

Business Hosting

The university will reimburse faculty, staff, and students up to the published limits on the Procurement Services website for approved, necessary, and reasonable business hosting expenses if such activities are directly related to university business. When business hosting includes multiple university employees, it is recommended that the expense be paid for and expensed by the most senior university employee present.

University departments may recognize the efforts of their employees with group recognition functions. However, discretion should be used, and all events should be reviewed for appropriateness prior to the occasion.

For more information, refer to the university’s Policy on Indirect Cost Recovery Excluded (ICRX) Expenditures.

For limited exceptions for development and recruitment activities, see the Procurement Services website.

University funds may be used to cover non-food related costs of a hosted event. Care must be taken to select the most reasonable options available when planning a hosted event. For a list of allowable expenses, see the Procurement Services website.

For More Information

Refer to the Travel and Expense section of the Procurement Services website for a variety of resources and additional information about this SPG.

For questions about this SPG, contact Procurement Services at (734) 764-8212, option 2 or by email at [email protected] .

For assistance navigating within the travel and expense management system, contact the ITS Service Center at (734) 764-HELP (4357), or by email at [email protected] .

Studying Abroad

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Studying abroad is an important part of the college experience for many U-M students, and financial aid is available. The type and amount of financial aid you are eligible to receive depends upon the Study Abroad program you choose.

If you enroll in a UM-sponsored Study Abroad program, you may apply for assistance through the Office of Financial Aid. We encourage you to email us if you have any questions about how your financial aid will be impacted by studying abroad. Non-resident students attending a non-tuition paying Study Abroad program may see a change to their existing financial aid for this experience and should submit the Study Abroad Estimate Worksheet for details.

The University of Michigan Grant is available to eligible U-M undergraduate students who are enrolled in their first bachelor's degree during the first 10 terms of enrollment in a college or university. This includes U-M or any other institution and includes enrollment during spring/summer terms. Email [email protected] for more details.

Depending on the cost of your Study Abroad program, the aid you receive may not meet your full demonstrated financial need. To cover the gap, you may choose to apply for a departmental scholarship, a Study Abroad scholarship , funding from M-Compass , a private scholarship, or a supplemental loan. If you have questions, email our office .

Fall and Full-Year (Fall/Winter) Program

Study Abroad forms are found below and are also available on our   Forms page   as they become available.

• Follow the instructions to apply for fall/winter aid
• Download and complete a Fall/Winter Study Abroad Request Form when it is available. This form notifies the Office of Financial Aid that you will be abroad for study. Check with your Study Abroad Program Adviser in your school or college to discuss their process (some advisers will begin this form, and ask you to complete your portion). Note that if you do not complete the form, you will not receive financial aid.

Winter Term-only Programs

• Download and complete a Winter Study Abroad Financial Aid Request (available in October). This form notifies the Office of Financial Aid that you will be abroad for study. Check with your Study Abroad Program Adviser in your school or college to discuss their process (some advisers will begin this form, and ask you to complete your portion). Note that if you do not complete the form, you will not receive financial aid.

Spring/Summer Programs

• Download and complete a   Spring/Summer Study Abroad Financial Aid Request  (available Feb. 1-July 31). This form notifies the Office of Financial Aid that you will be abroad for study. Check with your Study Abroad Program Adviser in your school or college to discuss their process (some advisers will begin this form, and ask you to complete your portion). Note that if you do not complete the form, you will not receive financial aid.

Study Abroad Estimates

• Use the fillable  Study Abroad Estimate Worksheet   to estimate the amount of financial aid you will receive for your specific study abroad program. Email back to [email protected] after you have completed the student portion.

Studying Abroad through CGIS?

If you have applied to study abroad through the Center for Global and Intercultural Study Program in the College of Literature, Science, and the Arts, do not download the forms listed on this page. There is a different process. CGIS staff first completes their portion of the financial aid form and then contacts you to share the partially finished form for you to complete. If you are a CGIS student and have questions, please contact the CGIS office at 734-764-4311 or email [email protected] .

If you enroll in a non-UM-sponsored Study Abroad program and you expect to receive academic credit that will transfer to U-M, check first with your program to see if you may apply for financial aid as a “guest student” through the sponsoring institution.

If you cannot apply for aid through the program sponsor, you may apply for aid through U-M’s Office of Financial Aid but because you are attending a non-UM program, you will be eligible only for federal aid programs. If you have a U-M grant or scholarship and you choose a non-UM program, your scholarship or grant will be canceled for the term abroad; when you return, you must transfer your credits back to have your scholarship reinstated.

If you are receiving a departmental or private scholarship, check to make sure you are eligible for the scholarship while attending a non-UM study abroad program.

Depending on the cost of your program, the financial aid you receive may not meet your full demonstrated financial need. To cover the gap, you may want to apply for a supplemental loan. For more information,  contact our office .

Applying for aid: Non-UM Spring/Summer Programs

• Follow the  instructions to apply for fall/winter aid
• Complete a Consortium Agreement (see below). This agreement notifies the Office of Financial Aid that you will be abroad for a term or terms. If you do not complete the form, our office will not know that you are abroad and you will not receive financial aid.
• Submit the agreement four to eight weeks before your program start date.

What is a Consortium Agreement?

Consortium agreements allow the Office of Financial Aid to process your federal aid, private scholarships, and/or private loans, even though you are not a registered U-M student during your term(s) abroad. This agreement must be completed by you, your academic advisor and/or the Office of Credit Transfer Evaluation and your Study Abroad program. You will need to obtain signatures and/or paperwork from each office and participant in the agreement. Allow four to eight weeks to complete this process before you leave.

A consortium agreement is needed for any of these situations:

• Study Abroad programs that are sponsored by institutions that have a Title IV School Code (e.g., EMU, MSU, WMU). To find out whether the institution sponsoring your program has a Title IV School Code, please visit the  FAFSA website .
• Study Abroad programs that are sponsored by an agency or foreign university (e.g., CEA, CET, ISA) that does not have a Title IV School Code.
• To obtain a consortium agreement, you must meet with a financial aid officer (forms are not available online).

The following programs do not qualify for a consortium agreement:

• Programs that occur in the United States
• Sea Semester
• Semester at Sea
• Programs in which the student does not earn any credit toward their U-M degree
• Non-UM programs that take place in countries listed as restricted on the Global Michigan Travel Resource webpage.

Even if the non-UM program is not listed, check eligibility with the Office of Financial Aid. If your program does not qualify, you cannot receive federal aid, private scholarships, and/or a private loan through the university. You will need to fund your study abroad program on your own.

• Undergraduate students are not eligible for financial aid if traveling to a country in a “U-M Travel Restriction" status as posted on the Global Michigan Travel Resource page.
• Students traveling to countries in a U-M Travel Warning status must be able to document an approved University of Michigan travel safety plan. 
• The Office of Financial Aid is unable to provide additional support if travel plans suddenly change, including living costs associated with being in-country longer than intended in the event of border closures or high flight costs/repatriation flights to the student's home county. Students traveling to “warning” countries must have an approved safety plan to return home without additional financial assistance from the Office of Financial Aid. 
• If a study abroad program is converted to remote learning, students are still required to finish the program or financial aid may be revoked or reduced.

Register your travel with U-M

The university encourages all U-M travelers to register their travel so that they can be notified quickly in case of an emergency, regardless of how the travel is organized or funded. Registration is quick and easy. View the U-M International Travel Policy and visit Global Michigan to register your trip. Your program may have additional international travel requirements.

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U-M Employees

Travel & Expense Reporting

Travel Booking

Employees should book travel through the university’s designated travel partner, Collegiate Travel Planners (CTP).

For training materials and FAQs, click here to access the Travel and Expense TDX Knowledgebase.

Travel Insurance

While every effort is made to ensure that your vacation is a safe and happy one, unexpected events can occur. We strongly recommend that you purchase travel insurance in order to give you the extra peace of mind that will allow you to rest easy while you enjoy your trip.

Alumni Travel Protect Plans are designed to provide you with a comprehensive selection of benefits and services that will protect your vacation investment and meet the needs of even the most exotic vacation.

If you are interested in purchasing a travel protection plan, you can visit the Trawick International website . You can speak with an Alumni Travel Protect Plan administrator directly at 833.424.4932 or [email protected] .

Provides coverage for certain prepaid non-refundable expenses due to sickness, injury or death, weather, and other unexpected circumstances.

Provides coverage for baggage or other personal effects that are lost, damaged, or stolen, or if your baggage is delayed for more than 12 hours.

Provides reimbursement for non-medical emergency evacuation.

Provides coverage for loss of limb or life in the event of an accident while traveling or within 180 days after the incident due to the direct result of the accident.

If you become sick or injured on your trip, On Call International will arrange for transport to the nearest hospital to get appropriate medical treatment as well as provide assistance to return home, if medically necessary.

Provides coverage for emergency medical expenses due to an accidental injury or sickness during your trip. This includes emergency dental treatment due to an accidental injury.

This optional upgrade for the Ultimate Plan will pay 70% of your prepaid non-refundable trip payments/deposits if your trip is canceled for any reason not otherwise covered by the plan provided: 1) you purchase the Ultimate Plan within 30 days of your initial trip payments/deposit; 2) you insure all prepaid trip costs, including 100% of any subsequently booked trip arrangements within 30 days of payment/confirmation of those additional arrangements; and 3) the trip is canceled at least 2 days prior to scheduled departure.

To be eligible for the Pre-Existing Medical Condition Exclusion Waiver, enrollment and payment must be received (if mailed, postmarked) within 21 days (Basic Option) or 30 days (Enhanced Option) from the date of your trip’s initial deposit/payment. To be eligible for the Cancel For Any Reason (CFAR) benefit in the Enhanced Option, enrollment must be received (if mailed, postmarked) within 30 days from the date of your trip’s initial deposit/payment. You must purchase coverage for the full cost of the covered trip to receive Early Purchase Benefits.

24-hour travel assistance is provided by On Call International.

In January 2021, AHI Travel announced that they are including their AHI Travel Assurance, insurance coverage provided by AHI, at no additional cost to travelers on their trips. 

This package includes: 

• Accident and Sickness Medical Expense, covering any illness (or accident), including COVID-19. 
• Trip Delay, including expenses incurred due to an official quarantine.
• Emergency Evacuation and Repatriation, covering emergency transportation to the nearest adequate medical facility.

However, we urge you to consider purchasing additional travel insurance that covers a variety of important travel-related contingencies not included in the AHI Travel Assurance package, such as: 

• Trip Cancellation
• Trip Interruption
• Accidental Death or Dismemberment
• Baggage and Personal Effects
• Baggage Delay
• Any Reason Cancellation coverage

Alumni Travel Protect plans are underwritten by Nationwide Mutual Insurance Company and Affiliated Companies with a rating of A+ (Superior) by A.M. Best Company.

Spartan Pathways Travel Program

Explore the world with fellow spartans.

The MSU Alumni's Spartan Pathways travel program offers you the opportunity to experience hassle-free domestic and international tours with fellow Spartans.

We offer a large selection of travel opportunities that introduce you to each destination's social, cultural and recreational activities. All our tours are of the highest quality and offered by only the most reputable and experienced travel companies.

Spartan Pathways Travel Catalog

View our catalog online. Please contact Regina Cross via email for additional information.

Looking for a no-fuss, easy-to-print brochure? Click here for an easy-to-print brochure . To be environmentally conscious, we are not printing and mailing brochures.

For more information, read about travel insurance, the MSUAO disclaimer and COVID-19 protocol information .

2024 Travel Tours

2025 Travel Tours

Travel Insurance Highly Recommended

We strongly recommend that you be adequately insured against last-minute trip cancellation and other travel-related risks. If you are unable to travel due to illness, family illness, or unforeseen circumstances, purchasing travel insurance will help to recoup payments you have made. Travel insurance will also cover the cost of trip interruption, delays, medical emergencies and evacuation, loss of baggage or baggage delays, and any pre-existing medical conditions that you may have. You are welcome to insure with any provider you desire. The MSU Alumni Office is affiliated with USI Travel Insurance , and information on their services will be sent as a part of your Spartan Pathways tour confirmation letter.

Michigan State University Alumni Office Disclaimer - Spartan Pathways Travel Program

The Michigan State University Alumni Office (the MSU Alumni Office or MSUAO) and the Spartan Pathways Travel Program is not the Tour Operator. The MSUAO is not responsible for the changes of flight times, fare changes, dishonor of airline, hotel or motor coach transportation and car rental reservations, delays, losses, injuries, inconveniences, cessation of operations, airline or tour operator bankruptcies, acts of God, or any other event beyond our control. The MSUAO acts only as a sponsor with respect to the travel services, and it shall not be responsible for changes to flight times, fare changes, dishonor of airline, hotel or other reservations, injury, damage, loss of baggage, accidents or for the acts or defaults of any person or entity engaged in providing services to participants or in carrying out other arrangements of the tour. Further, the MSUAO shall not be responsible for losses or additional expenses of the participant due to sickness, weather, strike, civil unrest, acts of terrorism, pandemic, epidemic, quarantine, acts of God, governmental intervention, or other causes beyond its control. The MSUAO shall not be responsible for alteration in the itinerary as deemed necessary for carrying out the tour and the Tour Operator may substitute hotels of similar quality. The Tour Operator may postpone or cancel any tour prior to departure. The MSUAO or the Tour Operator may decline to accept or to retain any person as a member of the tour should such person's physical or mental health, actions or general deportment impede the operation of the tour or the rights or welfare of the other participants. No refund will be made for the unused portion of any tour. By embarking upon travel, the participant voluntarily assumes all risk involved in such travel, whether expected or unexpected. Participant is hereby warned of the above risks as well as possible travel industry force majeure, bankruptcies and medical and climatic disruptions, and the possibility participant may be unable to travel as scheduled because of personal emergency. Participant is advised to consider obtaining appropriate insurance coverage against these risks. Applicants for participation on this tour accept in full all the conditions set forth above. The MSUAO partners with other universities and alumni from other universities will be on many departures. While some of the Spartan Pathway's tours are exclusive to just MSU alumni, on many of the tours we partner with other universities/organizations that have travel programs. Space allotments for these tours are given to each university and after a guaranteed time allotted for reservations, available space is opened to all universities/organizations. Therefore, some departures may have universities with greater numbers of alumni on the tour than MSU.

COVID-19 Statement:

The MSU Alumni Office is dedicated to ensuring that travelers participating in Spartan Pathways Travel programs have a safe and enjoyable experience. Our travel vendors have been safely and securely operating travel for many years and have put in place protocols to ensure everyone's safety during tours. We fully support the recommendations of our travel vendors regarding COVID-19 precautions for upcoming trips.

It is important to remember that MSU is not responsible for trips canceled by our vendors, or any illnesses or quarantines you might experience. We strongly urge all our guests to purchase travel insurance and to make sure you are purchasing the level of coverage that is right for you. Please work directly with our travel vendors on your questions regarding cancellations and other concerns.

The Centers for Disease Control and Prevention and the World Health Organization are regularly updating their websites regarding travel safety to various locations. These sites also contain frequently asked questions and answers for travelers. Refer to www.cdc.gov/coronavirus/2019-ncov and/or www.who.int/emergencies/diseases/novel-coronavirus-2019.

Travel Partners Safety Protocols:

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• Safari Legacy
• Sports & Entertainment Travel
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