Faculty mentors are not required to travel with their teams, though should they wish to participate in trips they are free to do so. MDP will cover standard travel expenses. Please submit the original itemized receipts along with proof of expense (credit card receipt/statement) and the Reimbursement Forms (to Payal Agarwal (firstname.lastname@example.org). The Reimbursement Forms has two components: The Student Payment Form, and the University of Michigan Form.
General expenses (e.g, lodging, car rental, train/plane ticket(s), registration fees) will be covered by MDP. Hotel selections will be made by MDP and car rentals will come from University transportation services.
Typically, sponsored travel destinations that are 10 hours or fewer from campus will be driven by a qualified student driver or staff in a University fleet vehicle. Trips that require 10 or more hours of driving may require the use of a commercial train or plane. While traveling on sponsored events you are expected to display professional behavior for the duration of the trip.
Uber can be reimbursed as a last-minute solution for local travel if needed.
Email your request to Payal Agarwal (email@example.com)at minimum, 5 business days before your intended trip.
Cars and Vans are not always available. Make your reservations early.
Please cc: your entire team, and include the following in your request:
Destination & reason for visit
Pick up and drop off times for the vehicle
Number of people travelling
Who will be driving; and whether or not they are an approved driver with the University (see below)
Once you submit your car rental request, you will receive a confirmation email letting your team know when your car will be available for pick up.
Anyone who plans to drive a University vehicle must complete the Motor Vehicle Record (MVR) check at least 3 business days before you pick up a car. Students only need to complete this link once a year and approval of a MVR check is required to pick up a car.
Students can register their driver’s license at:
PLEASE NOTE: You will be asked to provide a short code when completing the link, please enter: MDP in this box.
Student teams requesting rentals must have at least one eligible driver (student or staff) who is willing to drive. A single student may not drive more than 3 straight hours. Longer trips will require two or more drivers. Eligible drivers must be 18 or years or older and have a valid U.S. driver’s license.
Students with licenses from New Hampshire, Pennsylvania or Washington may require extra paperwork. You must reconfirm this 2 days in advance of your car rental.
Students with 7 or more points on their license may not drive university vehicles.
Students may not transport others in their personal vehicles for University sponsored travel.
There is a Cancellation Charge if you don’t give at least 24 hours prior notice. The cancellation charge is equal to one day charge for the type of vehicle reserved. This will be charged against your project budget.
There is a Late Return Charge if the vehicle is returned after the stated time, equal to two days rental for the vehicle for every day it is late. If you know that you are running late and may not have the vehicle returned by the stated time, contact Fleet Services at (734) 764-3427 to make arrangements. In most cases they are able to extend the rental period with no penalty.
Cars are picked up and dropped off at 1213 Kipke Drive (behind the Chrysler Arena) during business hours. All vehicles must be picked up during office hours. No vehicles may be picked up on Saturday or Sunday. If a vehicle is needed for the weekend, please note on the requisition what day it will be used but that it will be picked up on Friday between 3-5 pm. Office hours are Monday – Friday, 6:30 am – 5:00 pm.
From the Public Transportation Services (PTS) website (university rules):
Motor vehicles furnished by the University are to be used exclusively for University business and must be parked on University property (owned or leased) when not in use. THIS MEANS YOU MAY NOT PARK THE VEHICLE AT YOUR OFF CAMPUS APARTMENT. YOU MAY USE PARKING NEAR GORGUZE FAMILY LABORATORY.
The driver of a University vehicle is responsible for all moving or parking violations he or she may incur while operating the vehicle.
The Office of Risk Management insures all University vehicles with a $500 deductible.
Smoking and alcoholic beverages are prohibited in University vehicles.
Driving while under the influence of alcohol, drugs, medication, illness, fatigue, or injury is prohibited.
Driving in excess of the posted speeding limit is prohibited.
Cell phone use, including making calls or reading or typing a text or email while driving, is prohibited.
Safety belts must be worn by all occupants of the vehicle at all times.
Strict adherence to all applicable traffic laws is required at all times.
Radar/laser detection devices are prohibited.
Wrecker service is available from 7 a.m. to 12:30 a.m., Monday through Friday, by phoning 734-764-2490. For after-hours emergency service, phone the Department of Public Safety at 734-763-1131.
Should a University vehicle require service or repair when out of town, it is highly recommended that pre- approval for the work be obtained from PTS Garage Operations if possible. Reimbursement for emergency repairs and road service is subject to review and approval. Itemized receipts and return of the replaced parts to Garage Operations is required. For work approval, telephone Garage Operations (collect) at 734-764-2490.
For a complete list of Policies and Procedures relating to University vehicles, please visit
Please contact Payal Agarwal (firstname.lastname@example.org) at least two weeks prior to desired travel date with following information:
- Full name of all travelers who need to reserve rooms
- Check in and check out date
- Name of the recommended/designated hotel
MDP will select lodging accommodations for sponsored travel. Students of the same gender will be paired in double rooms. MDP will cover hotel fees and taxes. MDP will not cover charges for wi-fi, movies, room service, etc.
MDP will cover the cost of food while on university-related travel if the trip includes an overnight stay. MDP will cover up to $25 per person for each full day of travel and up to $10 per person for each half day of travel (Only if there is an overnight stay. For example traveling to Detroit for an half day doesn’t qualify). This amount is subjected to change and will be based on each case.
The students will be issued a Stored Value Card for this purpose.
Please send a requisition to Payal Agarwal at least 7 business days before your departure date.
These cards are issued to cover the cost of meals when on a class-related travel and hence may not be used for any other purpose. You will receive an email once the cards are ready for pickup. You have to come in person to pick up the card.