Continuing Medical Education Purchases Travel Policies - CME

Our Aims As administrative assistants, our primary aim is to make our faculty’s jobs easier, not harder. As administrative assistants, our primary aim is to make our faculty’s jobs easier, not harder. We can serve as the interface between our faculty and Accounts Payable. We can serve as the interface between our faculty and Accounts Payable. If we understand the process, we create less rework. If we understand the process, we create less rework.

What is CME for? Attendance at professional meetings Attendance at professional meetings Professional society memberships Professional society memberships Professional licenses Professional licenses Publications: journals, books, software Publications: journals, books, software Other authorized uses Other authorized uses

How is CME used? Purchases made through Chair’s office Purchases made through Chair’s office –Publications: books & subscriptions –Membership renewals –Licenses Reimbursements to individuals Reimbursements to individuals –Travel –Incidental purchases

How much CME is provided? House Officers receive $1500 per fiscal year (July 1-June 31) House Officers receive $1500 per fiscal year (July 1-June 31) Faculty receive $5000 per fiscal year Faculty receive $5000 per fiscal year Up to $500 can be advanced from next fiscal year or rolled over to next fiscal year Up to $500 can be advanced from next fiscal year or rolled over to next fiscal year

What is not CME? (not handled by Chair’s Office) Travel by research faculty or staff, funded by research grants Travel by research faculty or staff, funded by research grants Expenditures from research grants Expenditures from research grants - These are handled by David Golden’s research administration group - These are handled by David Golden’s research administration group

CME Purchases: Books Faculty: Faculty: – us the author, complete title, edition, and source if you have a preference House Officers: House Officers: –Use the CME Request Form from the Pathology website Let us know if you prefer used books; otherwise we will assume you want new. Let us know if you prefer used books; otherwise we will assume you want new.

CME Purchases: Memberships & Subscriptions Give us complete information Give us complete information –Turn in renewal form with all boxes checked (which journals, which membership level?) –If your faculty wants online renewal, give us login name and password for that organization Create a spreadsheet for your records of your faculties’ memberships and subscriptions including: Create a spreadsheet for your records of your faculties’ memberships and subscriptions including: –Complete title of the organization/society –Faculty’s name –Renewal year (and month if known) –Cost of renewal –Login name and password if renewal is done online

[Doctor ’ s name] ’ s Membership/Journal subscriptions OrganizationTypeYearAmount American Society for Histocompatibility & Immunogenetics (ASHI)Membership4/2007$126 American Society for Histocompatibility & Immunogenetics (ASHI)Membership3/2008$126 American Society of Transplantation (AST)Membership4/2007$420 American Society of Transplantation (AST)Membership2008$420 College of American Pathologists (CAP)Membership4/2007$280 College of American Pathologists (CAP)Membership2008$290 International Society for Animal Genetics (ISAG)Membership4/2007$35 International Society for Animal Genetics (ISAG)Membership3/2008$36 American Association of Blood Banks (AABB)Membership3/2008$218 Example: *special thanks to Sara Williams for this example* This may look like a lot to keep track of, but imagine it multiplied by 134!

CME Purchases: Licenses Bring notices to us promptly – before expiration! Bring notices to us promptly – before expiration! If you want us to do the renewal, give us complete information: If you want us to do the renewal, give us complete information: –Expiration notice or license number –Information about any malpractice suits or settlements Remember to bring renewed licenses to us when they arrive, to scan into W drive Remember to bring renewed licenses to us when they arrive, to scan into W drive

Reimbursement for Purchases Bring us itemized receipts, showing method of payment Bring us itemized receipts, showing method of payment Be sure your name is on or attached to the receipt Be sure your name is on or attached to the receipt Expect reimbursement in your paycheck in 6-8 weeks Expect reimbursement in your paycheck in 6-8 weeks

Travel to Professional Meetings

The Travel Report Prepared in Chairman’s office by Liz Schuiling Prepared in Chairman’s office by Liz Schuiling –Admin Assistants do not need to prepare report –This data must be entered into the Universal Management System (UMS), then printed into a Travel Report Processed as a reimbursement Processed as a reimbursement –However, a travel advance is available when necessary –Exception to reimbursement rule: Registrations made in advance may be done by P-card separately Information in a travel report, required by Accts Payable: Information in a travel report, required by Accts Payable: –Person traveling –Reason for travel –All expenses related to that trip submitted together –A meeting flyer or itinerary

Please do not Please do not –Staple the paperwork (clip only) –Cover any ink on a receipt with scotch tape or highlighter (it erases the ink) –Send the same paperwork through twice –Create event identifiers (we already have them) Please do Please do –Collect ITEMIZED receipts –Paperclip or binder clip your documents together; place receipts smaller than 8-1/2 x 11 in an envelope –If you choose to tape the receipts to 8-1/2 x 11 blank paper, place them in date order –Provide a flyer or schedule of the meeting/conference –Ask the traveler for as many details as possible and take note of exceptions or special scenarios

4. Mileage is reimbursed at $0.505 per mile (the current amount allowed by the University and the IRS). Mileage in lieu of airfare is acceptable and reimbursement will be based on round-trip coach airfare or actual mileage, whichever is less. 1. Only coach airfare will be reimbursed. 2. Hotel reimbursement is for a single room. Rules for Travel: Rules for Travel: 6. Other reimbursable expenses include: transportation to and from airports (actual costs); baggage handling, bus/limousine fares, parking, and Internet connection fees. 5. Registration fees can be paid using the departmental p-card when adequate lead time is provided. 3. Reimbursement for meals is based upon actual expenditures; original itemized receipts must be submitted. Cost for meals may not exceed University guidelines of $25 for breakfast or lunch and $55 for dinner, or a total of $75 for dinners with alcohol. Certain cities are exempt from these meal expense caps. Faculty Pathology Department Policy Guide from Pathology website: Pathology Department Policy Guide from Pathology website:

Rules for Travel: Faculty (cont.) 7. Original itemized receipts are required for the following: air/train fare; toll charges (applies when claiming mileage in lieu of airfare), parking at airports, limousine service to and from airports, hotel expenses, registration fees, and meals. Please submit a conference web page, flyer or schedule with your receipts, if possible. 9. Advances for expenses may be obtained with prior approval from the Office of the Chair. Reports must be submitted 30 days after you return from your trip. Failure to submit a report will initiate a payroll deduction and no further advances will be issued. 8. Rental cars may only be used if they represent the most cost efficient means of transportation. Justification and prior approval is required. 10. To ensure timely submission, receipts must be forwarded to the Office of the Chair within one week of your return.

Rules for Travel: Rules for Travel: Reimbursement guidelines are similar to those for faculty: coach airfare, single hotel room, ground transportation, registration, parking. Original itemized receipts are required for all expenses. House Officers Continuing Education for Residents/Fellows from Pathology website Continuing Education for Residents/Fellows from Pathology website

Frequently Asked Questions about Travel Reports What if I share a room? What if I share a room? –Best solution: Ask hotel to divide the bill –Alternate: Note “divide in half” on bill What if we split the restaurant bill? What if we split the restaurant bill? –Best solution: Ask waiter for separate checks –Alternate: Mark which meal was yours on bill

What is an itemized receipt? What is an itemized receipt? Not itemized Itemized Shows how it ’ s paid and total, but no details Shows individual items Best idea? Give us both!

What if I lose a receipt? What if I lose a receipt? –Write an “exception memo” to be signed by Martin Lawlor Exception Policy: Where requested reimbursement does not conform to stated University policies or if a receipt is lost or missing, an exception memorandum must be included with the expense reimbursement report, explaining why this is necessary, and describing the missing documentation. The memorandum must be signed by the approving officials as they appear on page one of this report. Page 2 of Travel and Business Hosting Expense Report from University of Michigan Standard Practice Guide

Can I host a dinner while traveling? Can I host a dinner while traveling? –Yes, you can, but you need to give us a list of attendees and reason for hosting event How can I get a travel advance? How can I get a travel advance? –Use the Travel Request Form available on the Pathology website, estimate your expenses and check “Yes” to the question “Is an advance necessary?” –Must be requested at least two weeks prior to departure –Receipts must be submitted ASAP when an advance is involved How can I find out my CME balance? How can I find out my CME balance? –Ask Liz Schuiling or Holly Eliot

Why can’t we use per diems? Why can’t we use per diems? University of Michigan Standard Practice Guide Travel and Business Hosting Expense Effective 3/1/01, revised 3/31/08 University of Michigan Standard Practice Guide Travel and Business Hosting Expense Effective 3/1/01, revised 3/31/08 Meal expenses incurred while on travel status should not exceed the maximum allowances listed in the Travel and Business Hosting Expense Report Checklist. These amounts are not per diem and only the actual amount of the meal should be charged back to the University. Reimbursement for alcoholic beverages is at the discretion of the department. Alcohol expense must be flagged with an “ X ” Class (see Appendix D) and charged to a non-General, non-Federal or non-Sponsored Fund, or alternatively, the cost may be covered with personal funds.

What are the steps in the process? What are the steps in the process? 1.Admin assistant submits receipts to Liz. 2.Liz enters travel report in UMS, prints it, and copies it and all receipts. 3.Liz sends original travel report and copies of receipts to admin assistant (feel free to make your own copies of these!). 4.Admin assistant gets faculty’s signature on travel report, then sends it back to Liz. 5.Liz attaches original travel report to original receipts. Martin Lawlor signs travel report. 6.Travel report is sent to Accounts Payable, copies are filed in billing office. 7.Payment will come in faculty’s paycheck in 4-8 weeks.

When will my travel report be finished? When will my travel report be finished? –Liz processes the reports as efficiently as possible with the given information Note: USCAP meetings occur in early March. NUMEROUS faculty, resident, and fellow travel reimbursements are flowing in around this time. Please expect additional turn-around time. Note: USCAP meetings occur in early March. NUMEROUS faculty, resident, and fellow travel reimbursements are flowing in around this time. Please expect additional turn-around time. –Once complete and signed, reports are sent to Accounts Payable at Wolverine Tower, where it can take 4-8 weeks to finish them. Note: It is after this process that the traveler should see their reimbursement directly deposited Note: It is after this process that the traveler should see their reimbursement directly deposited

Why do you need all this detail? Why do you need all this detail? Two reasons: –To speed reimbursements to your faculty: if there is an error or omission on a travel report it can be a month or more before we’re notified by Accounts Payable, and then more time for them to reprocess. –To avoid an audit: if receipts or memos are missing, they will be much harder to obtain for an audit later.

What is an audit? What is an audit? –The entire report is returned until the missing item is supplied. Example (this one came back 3 weeks later): The attached Non-PO voucher has failed our audit process. The voucher is being returned due to the reason(s) listed below. Please provide the original paid receipt or original canceled check (front and back) with description of items purchased. If the above requested item is not available, I will need a memo of exception. The memo must be signed by the Higher Administrative Authority and state the reason for the exception to the policy.

Please help us help you—working together, we can get the job done Questions? Thanks for your help!