National Conference Travel Policy

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    The following travel policy pertains to all students at the University of Michigan who travel on behalf of the College of Engineering's Office of Graduate Education for recruiting at national conferences. Students can be selected for recruiting based on a variety of criteria which include: (1) Students in good academic standing with the College of Engineering (2) students who fit the target audience of the recruiting event (3) participation in technical paper/poster competitions (4) presenting research papers or posters (5) presenting or participating in workshops (6) society officers or active members (7) students who've displayed leadership. The expectation is that students will primarily share positive experiences from the University of Michigan; while students may experience some situations to the contrary, our goal is to highlight those instances which best reflect our campus when recruiting prospective graduate students.

    Requirements

    - Attend a brief departure meeting with the Office of Graduate Education staff to discuss logistics. - Assist with the set-up, break-down, staffing and transportation of recruitment materials to and from the recruiting event or booth. - Staff the CoE booth or table during the assigned timeslots. - If available students should bring departmental information to distribute. - Distribute and collect contact cards for prospective graduate students. - Submit an online recruiting event evaluation form. - Return recruiting materials promptly upon returning to Ann Arbor. - Follow up with one mass e-mail to all of the prospective students seen at the event and CC the Office of Graduate Education.

    Travel Expenses

    Typically, many of the travel expenses (hotels, conference booth, table or registration fees, airfare, UM car rentals) are paid for ahead of the trip by the Office of Graduate, thus drastically reducing students' out-of-pocket expenses to submit for reimbursement. Other expenses such as the meal per diem, taxi fees, gas and mileage, airport garage fees, etc., are typically paid for by the student and later reimbursed after receipts have been submitted. With the exception of meals, receipts for all other expenses must be retained and submitted to the Office of Graduate Education for reimbursement. While travel arrangements vary by trip and by student, the following expenses are either paid for in advance or reimbursable by the Office of Graduate Education.

    Travel Reimbursement

    - Please retain and submit original receipts for all expenses expect meal per diem. - Hotels: rooms are assigned by double occupancy female/female or male/male (please obtain a copy of hotel receipt and return to Office of Graduate Education staff). - Student conference registration fees. - Transportation costs: coach or economy airline tickets, university rental vehicles, bus, train tickets, taxis, and mileage reimbursement. - Long-term airport parking if you have parked at DTW airport. - Some meals may be purchased in a group setting by the Office of Graduate Education. - Meals: Students will receive a per diem rate of $15 for breakfast, $15 for lunch, $25 for dinner (some US cities have a daily max of $46 or $51, see http://www.gsa.gov/portal/category/21287). - Checked baggage fees: Per university policy there is a limit of 2 checked bags per person which cannot exceed the weight restrictions. Only items being transported on behalf of the Office of Graduate Education may exceed weight restrictions. - Items that cannot be reimbursed are alcohol and personal expenses. - Reimbursement can take anywhere from 2-8 weeks. - Per university policy, receipts submitted past 45 days of the travel date cannot be reimbursed.
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