The Department of Pathology Hosting Guidelines

1. The Department of PathologyHosting Guidelines Visitors, Candidates, Internal and External Hosting, Vendors, and Consultants

2. 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.

3. 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.

4. 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.

5. 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.

6. 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)

7. 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.

8. 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.

9. 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!

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.