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, either through the online travel booking tool or via agent assistance.
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 the U-M new online booking tool
- A dedicated team of agents who specialize in booking group travel for groups of 10 or more
For training materials, access the Travel and Expense TDx Knowledgebase.
Announcements
Dedicated CTP Agents
Collegiate Travel Planners (CTP), U-M’s designated travel partner, now has a team of travel agents dedicated to U-M. The U-M team, which started on March 11, is very familiar with university travel procedures. To learn more about the agents, please see this flyer.
CTP Group Booking Changes
- CTP group agents now handle requests for 10 or more travelers (previously was six or more).
- The Group Request form has been updated and can be found under “Forms” at the bottom of this page. Please see our Group Travel page for additional information.
Groups of nine or fewer travelers will now be handled by CTP agents who focus on individual U-M bookings.
CTP Phone Number, Email Changes
CTP has consolidated its phone lines for service via one main line. Whether calling for online assistance, individual travel, or group bookings, dial (877) 804-3688—or (402) 252-4404 from outside of the U.S.—where you will be presented with prompts to direct your call. CTP has updated its email addresses to make them more consistent and easier for U-M travelers and arrangers to remember:
- Individual bookings, use umichigan@ctptravelservices.
com - Group bookings, use umichigangroups@
ctptravelservices.com
Upcoming Events
Virtual sessions for U-M travel booking questions
CTP and U-M representatives will be available to answer your questions.
- May 2, 2024, 9 to 10 a.m. – Office hours Q & A
- May 22, 2024, 1 to 2 p.m. – U-M travel booking refresher training
The Zoom link and passcode below can be used for all sessions:
https://umich.zoom.us/j/96013633019
Passcode: 684564
Travel Supplier Showcase
We hope you will join us next month at the Travel Supplier Showcase at The Big House. Come meet some of the university’s preferred travel suppliers, learn more about U-M’s travel program, enjoy some light refreshments, enter to win some fantastic prizes, and pick up some swag!
Tuesday, May 7, 2024
11 a.m. to 2 p.m.
Jack Roth Stadium Club
(4th floor, Michigan Stadium)
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 a Concur 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.