The Department of Pathology Hosting Guidelines Visitors, Candidates, Internal and External Hosting, Vendors, and Consultants

Hosting Visiting Lecturers/Professors Visiting Lecturers and Professors are NON UM faculty who visit for the purpose of collaboration and who hold one or more seminars during their visit.

Hosting Visiting Lecturers/Professors Travel expenses will be reimbursed: Coach airfare or personal mileage up to the cost of a coach ticket, if they drive. Lodging, including room, meals and local calls – use Bell Tower, Campus Inn or Michigan League. Parking and ground transportation. Personal vehicle mileage to and from the airport. Rental vehicle for use during stay, if necessary.

Hosting Visiting Lecturers/Professors Honoraria are provided as follows: Visiting Professors/Lecturers: $300-$500, depending on number of talks. Research Seminar, Anatomic and Clinical Pathology Grand Rounds (external only): $250. Distinguished Visiting Professors: $750-$1000. Faculty Candidates are NOT reimbursed for their seminars. Requests for exceptions should be submitted to the Chair.

Hosting Visiting Lecturers/Professors Meals may be provided from internal or external vendors. Breakfast: $25 limit, all inclusive. Lunch: $25 limit, all inclusive. Dinner: $55 for food and gratuity, $20 for alcohol. We are TAX EXEMPT. Be sure vendors do not charge tax on the food. Double check to be sure gratuity has not been added automatically before adding a gratuity.

Hosting Visiting Lecturers/Professors Meals may be provided from internal or external vendors. Submit a report for all meals, listing each participant and their affiliation, breaking out food/alcohol as appropriate, along with itemized receipts. Reports and receipts should be provided to Liz Schuiling in the Chair’s office within 1 week of the meal. If you use a p-card, you must complete the MasterCard Purchasing Card Hosting Documentation Form (see handout)

Hosting Visiting Lecturers/Professors Paying for Hosted Meals Internal Vendors (i.e. Classic Fare) uses a short code for payment. External Vendors: Host may pay and submit itemized receipt for reimbursement, with participant list and their affiliations. Host may call the Chair’s Office who can call the restaurant with the P-Card number to pay for the meal. Host is responsible for ensuring the itemized receipt and P-Card Hosting Form with affiliations reaches the Chair’s office within 1 week.

Hosting Faculty Candidates Follow the Recruitment Guidelines for the visit. Travel expenses will be reimbursed: Coach airfare or personal mileage up to the cost of a coach ticket, if they drive. Lodging, including room, meals and local calls – use Bell Tower, Campus Inn or Michigan League. Parking and ground transportation. Personal vehicle mileage to and from the airport. Rental vehicle for use during stay, if necessary.

Hosting Faculty Candidates Meal Limits are Strictly Enforced! Breakfast: $25 limit, all inclusive. Lunch: $25 limit, all inclusive. Dinner: $55 for food and gratuity, $20 for alcohol. We are TAX EXEMPT. Be sure vendors do not charge tax on the food. Double check to be sure gratuity has not been added automatically before adding a gratuity. Get an itemized receipt with food and alcohol separated. You must have a receipt to be reimbursed!

Hosting Faculty Candidates Paying for Hosted Meals Internal Vendors (i.e. Classic Fare) uses a short code for payment. Use Internal Vendor for lunches with Internal (UM) Candidates. You may use internal or external vendors for external candidates. External Vendors: Use External Vendors for dinners with either internal or external candidates. External Vendors may be used for lunches with external candidates. Host may pay and submit itemized receipt for reimbursement, along with a list of participants with their affiliation. Host may call the Chair’s Office who can call the restaurant with the P-Card number to pay for the meal. Host is responsible for ensuring the itemized receipt and P-Card Hosting Form reaches the Chair’s office within 1 week.

Hosting Faculty Candidates Paying for Hosted Meals If the meal exceeds the limits, the host is responsible for paying the excess out of his/her own pocket. If the host does not submit an itemized receipt and a participant list with affiliations, the meal will not be reimbursed.

Hosting Internal Meetings Meals may be provided for meetings comprised solely of UM faculty or staff only if the meeting cannot be reasonably scheduled during non-meal times. Meals with all internal participants must be justified in writing as to the business purpose of the meeting.

Hosting Internal Meetings When possible, use Internal Vendors for internal meetings. Hosting forms are not required when internal vendors are used. If an External Vendor is used, The host may pay and submit the receipt and participant list with affiliations for reimbursement The Chair’s office can pre-pay with a p-card. The host is responsible for providing the receipt and P-Card Hosting Form within one week.

Meetings with Vendors and Consultants UM Policy prohibits acceptance of gifts or meals from vendors and consultants. If a vendor or consultant wishes to provide a meal as part of the meeting, we must pay for any UM faculty and staff meals provided. Vendors and consultants may pay for their own meals or we can pay for their meals, as desired. For meals provided to vendors or consultants, follow the guidelines for Internal Hosting. Vendors are not reimbursed for any expenses. Consultants are reimbursed based upon the agreement in place with the consultant.