Course Fees and Student Expense Reimbursements

This document is intended for use by students and faculty at the Penny Stamps School of Art & Design at the University of Michigan to provide an overview of and protocol for course fees, refunds and student expense reimbursements.

• Course Fees and Student Expense Reimbursements

Discretionary Grants

Graduate students receive $2,000 per year to spend at their individual discretion to support their educational projects.  Funds that are unspent at the end of the year roll over to the next year.  These funds are administered by the Finance Office in compliance with University regulations regarding the distribution of funds of this kind.  Guidelines for the expenditure of these funds must comply with guidelines in the University Standard Practice Guide.

Event ID Generation

An Event Identification Number (Event ID) is a unique number that allows for the tracking of all expenses related to a single trip.  The University requires an Event ID number for all travel transactions.  If you are planning to travel on University business you must create an Event ID.  Instructions can be found on the Procurement Services website. 

Hiring Temporary Staff/Contractors

If you require temporary staffing or the assistance of a contractor, please consult with the A&D Dean’s Office. You should not pay temporary staff/contractors out of pocket under any circumstance, as University policy may not allow reimbursement.

Reimbursements

It is sometimes necessary to pay out of pocket for expenses. Depending upon the type of expense, a reimbursement can be made via petty cash or a non-PO voucher.

Petty cash reimbursements are possible for business related supply purchases under $200. The University’s Cashier Office imposes a maximum reimbursement of $200 per receipt per day. Two valid pieces of identification are required for this method of reimbursement. Receipts in excess of $200 will need to be processed via a non-PO voucher. Receipts for travel and hosting expenses will be processed on a Travel and Hosting Expense Report.

Non-PO vouchers can be processed for business related supply purchases regardless of amount. Any purchases in excess of $5,000 must have prior approval from a Procurement Buyer.

Reimbursements for cash paid for services cannot be done on a non-PO voucher. Please consult with the Finance Office and/or Human Resources to determine the appropriate method for paying for services. You should not pay temporary staff/contractors out of pocket under any circumstance, as University policy may not allow reimbursement.

You can expect payment within 30 days of the submission of your reimbursement paperwork. If after 30 days you have not received payment, please contact the Finance Office to investigate the status.

Travel and Hosting Policies

The University’s travel and hosting policy outlines the type of expenses and limits that allowable when using University funds.  It is important that you review and understand the policy before traveling on University business.  You will be held personally responsible for any expenses that do not comply with policy.  Exceptions cannot be made.

For detailed information on UM’s travel expense policies for Concur users (employees) and non-Concur users (non-employees), please see the links below from the University of Michigan Standard Practice Guide:

Travel and Business Hosting Expense Policies and Procedures for Concur Users
Travel and Business Hosting Expense Policies and Procedures for non-Concur Users