Travel
Collegiate Travel Planners (CTP), the university’s designated travel partner, provides negotiated rates on airfare, hotels, rental cars, and more for university business travel. U-M and CTP discounts will be automatically applied when booking business travel with CTP.
Additional benefits of booking business travel with CTP:
- Fully supported business travel
- 24/7 assistance to travelers through agents and the travel portal
- Easily apply unused tickets and e-credits to new bookings or reallocate them to alternate travelers within the university
- Book for up to 9 guests and/or employees at the same time through CTP’s online booking tool, Lightning
- A dedicated team of agents who specialize in booking group travel for groups of 10 or more
CTP has a team of travel agents dedicated to U-M, which is available M-F from 8 a.m. to 6 p.m. Eastern Time. A general after-hours service is available outside of business hours for emergency situations at the same main phone line. Additional fees apply.
Book through either the online travel booking tool or via agent assistance.
For training materials, access the Travel and Expense TDx Knowledgebase.
Announcements
Fast Track to Hilton Honors: Instant Silver Status and a Path to Gold!
Unlock instant Silver status with Hilton Honors, thanks to an exclusive partnership with CTP and Hilton! Register today to enjoy perks like a 5th night free and a 20% bonus on base points, all available through December 31, 2024. Plus, stay just 8 nights by the end of the year, and you’ll earn Gold status through March 2026, bringing even more benefits like daily food and beverage credits, room upgrades (when available), and an 80% bonus on base points to make earning reward nights even faster. Don’t miss out on this limited-time opportunity to elevate your travel experience!
U-M’s Travel & Expense AI Assistant, Trip, is now LIVE!
We’re excited to introduce Trip, our new AI assistant for Travel & Expense, now live on our website! Trip is a powerful and efficient tool designed to help answer your questions about U-M’s travel booking and expense policies and procedures.
To access Trip, simply click on the animated suitcase icon in the bottom right corner of our travel and expense web pages. From there, you can explore pre-populated questions or ask your own. Trip is accessible to U-M employees signed in using SSO.
Upcoming Events
Virtual sessions for U-M travel booking questions
CTP and U-M representatives will be available to answer your questions.
- December 4, 2024, 9 a.m. to 10 a.m. – Office hours Q & A
- December 18, 2024, 11 a.m. to 12 p.m. – U-M travel booking refresher training
- January 16, 2025, 1 p.m. to 2 p.m. – Office hours Q & A
- January 22, 2025, 11 a.m. to 12 p.m. – U-M travel booking refresher training
- January 28, 2025, 1 p.m. to 2 p.m. – Virtual Supplier Feature (NEW) – Delta Airlines
The Zoom link and passcode below can be used for all sessions:
https://umich.zoom.us/j/96013633019
Passcode: 684564
Travel Policy
The Travel and Business Hosting Expense Policy is published in SPG 507.10-1. For a summary of allowable expenses, refer to the Summary of Allowable and Unallowable Expenses.
Airfare
The university will pay for the cost of standard coach airfare. Travelers should always select the lowest price airfare within the bounds of the most logical schedule. For full U-M guidelines and limitations, please see SPG 507.10-1.
The university has negotiated discounted rates with multiple airlines. There are several perks available when booking using these contracts. Visit the Delta, United, and Southwest supplier pages to learn more about perks, including how to upgrade to preferred seating.
Lodging
Car Rental
It is strongly recommended that employees use the university’s preferred car rental suppliers, National Car Rental and Enterprise Rent-A-Car. This ensures that appropriate insurance is included and discounted university rates are applied.
Risk Management advises that travelers decline all collision insurance for vehicle rentals originating in the U.S. as the university self-insures for commercial rental vehicle loss/damage. When traveling outside the U.S. it is recommended that travelers accept collision insurance. See the Risk Management website for more information on insurance coverage.
Personal Car Mileage or Car Rental?
Use the Trip Optimizer tool to receive a cost estimate for claiming mileage reimbursement vs. renting a car.
International Travel
The International Travel Policy (which includes U.S. territories) is published in SPG 601.31.
NOTE: Booking international travel through the university’s designated travel partner does not automatically register your international U-M Related Travel in the U-M Travel Registry. You must register your international travel separately.
Travel Meals/Per Diem
U-M adheres to U.S. General Services Administration (GSA) per diem policy for employee travel meals and incidental expenses. The per diem rates are set by the GSA for travel to domestic CONUS (continental US) and foreign/OCONUS destinations (foreign and non-continental US). Travelers are allowed 75 percent of the per diem amount on the first and last days of travel. University employees on business travel should pay for their own individual meals and incidentals out of pocket while traveling. Per diem can be claimed via an expense report after their trip and is calculated based on the travel destination. Receipts are not required. For full U-M guidelines, please see SPG 507.10-1
(Looking for the Hosting policy? See Expense Reporting.)
Non-employee Travel
Whenever possible, business travel for non-employees (students/guests) should be paid for with a university PCard and should be arranged using the university’s designated travel partner.
Non-employee travel meals are reimbursable for the actual cost incurred provided the rate does not exceed current maximums ($30 breakfast, $30 lunch, $70 dinner). In lieu of reimbursing actuals, units may also pay non-employees at a set rate, provided that the rate does not exceed the GSA per diem rate. See Expense Reporting to learn more about processing these payments.
Forms
Individual Travel Request Form (CTP)
This form can be used to request a travel booking for an individual traveler.
Group Booking Request Form (CTP)
This form must be completed to start a group travel booking for a group of 10 or more travelers. Read more about the Group Travel booking process.
Fly America Act Exception Form
This form must be completed whenever non-U.S. flag air carrier service is used and intended to be charged to a federal project/grant. The completed form must be submitted with the expense report.
FAQ
Travel Resources
U-M Benefits Office - International Travel
Information for employees and students to prepare for international travel, including health insurance.
Global Michigan
Resources for employees and students planning international travel.
Federal Aviation Administration (FAA)
Featuring details about travel advisories, carry-on guidelines, prohibited items, etc.
US General Services Administration (GSA)
Provides per diem rates specific to major cities (both domestic and foreign).
U-M Travel Registry
Register your international travel.
