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Finance & Accounting

BPM-219 Travel and Other Business Expenses

New July 1, 2011

REIMBURSEMENT

In accordance with IRS regulations, the University has an accountable plan that allows it to reimburse employees for authorized business expenses with no effect on taxable compensation.  Information related to the University's Accountable Plan is contained in the UM Business Policy Manual:

REFERENCE:  BPM 218 – Accountable Plan Business Expense Reimbursement

TRAVEL

University travel policies are contained in the UM Business Policy Manual:

REFERENCE:  BPM 500 - Travel

BUSINESS MEALS

Meals are reimbursable as a business expense when they are part of a meeting or activity including other individuals to discuss University business.  Reasonable meal costs are reimbursable when sufficient documentation of the business purpose and the individuals in attendance at the meeting is provided.

Documentation should include either the names or titles of individuals attending and their relationship to the University (e.g., donor, job candidate, and the institution/company represented when applicable) or the names of groups/committees and approximate number attending (e.g., approximately 40 fiscal officers).

For official, University-sponsored events the cost of meals should be reasonable.  It is the responsibility of the individual requesting reimbursement to provide documentation regarding the business purpose and attendees at the event.  Receipts for business meal expenditures $75 or more must be submitted with the documentation for reimbursement.  No receipts should be submitted or maintained for business meals less than $75.

OTHER BUSINESS EXPENSES

Reimbursement of other business expenses that are necessary and reasonable is permissible if a clear business purpose exists and the expenditure is properly documented including the business purpose, or how the expenditure benefitted the University.

Employees should determine the most cost effective purchasing method for specific procurement needs in accordance with University Procurement Guidelines:  http://www.umsystem.edu/ums/fa/procurement/procureguide

In unusual circumstances, if an employee makes purchases, such as supplies, using personal funds the employee may be reimbursed if a clear business purpose is documented and the receipt is submitted.  Reimbursement is subject to departmental discretion.

POLICY ADHERENCE

All divisions or departments must adhere to the travel reimbursement policies contained herein and in other sections of the UM Business Policy Manual and may not establish lower limits, additional requirements, or more restrictive policies unless required by an outside entity.