The department of pathology hosting guidelines
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The Department of Pathology Hosting Guidelines. Visitors, Candidates, Internal and External Hosting, Vendors, and Consultants. Hosting Visiting Lecturers/Professors.

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The Department of Pathology Hosting Guidelines

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The Department of PathologyHosting 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.


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