Continuing Medical Education Purchases Travel Policies - CME

Continuing Medical EducationContinuing Medical EducationPurchasesPurchasesTravel PoliciesTravel Policies

-- CMECME

Our AimsOur Aims

• As administrative assistants, our As administrative assistants, our primary aim is to make our faculty’s primary aim is to make our faculty’s jobs easier, not harder.jobs easier, not harder.

• We can serve as the interface We can serve as the interface between our faculty and Accounts between our faculty and Accounts Payable.Payable.

• If we understand the process, we If we understand the process, we create less rework.create less rework.

What is CME for?What is CME for?

• Attendance at professional meetingsAttendance at professional meetings

• Professional society membershipsProfessional society memberships

• Professional licensesProfessional licenses

• Publications: journals, books, Publications: journals, books, softwaresoftware

• Other authorized usesOther authorized uses

How is CME used?How is CME used?

• Purchases made through Chair’s Purchases made through Chair’s officeoffice– Publications: books & subscriptionsPublications: books & subscriptions– Membership renewalsMembership renewals– LicensesLicenses

• Reimbursements to individualsReimbursements to individuals– TravelTravel– Incidental purchasesIncidental purchases

How much CME is provided?How much CME is provided?

• House Officers receive $1500 per House Officers receive $1500 per fiscal year (July 1-June 31)fiscal year (July 1-June 31)

• Faculty receive $5000 per fiscal yearFaculty receive $5000 per fiscal year

• Up to $500 can be advanced Up to $500 can be advanced fromfrom next fiscal year or rolled over next fiscal year or rolled over toto next next fiscal yearfiscal year

What is not CME?What is not CME?(not handled by Chair’s Office)(not handled by Chair’s Office)

• Travel by research faculty or staff, Travel by research faculty or staff, funded by research grantsfunded by research grants

• Expenditures from research grantsExpenditures from research grants

- These are handled by David Golden’s - These are handled by David Golden’s research administration groupresearch administration group

CME Purchases: BooksCME Purchases: Books

• Faculty:Faculty:– E-mail us the author, complete title, edition, E-mail us the author, complete title, edition,

and source if you have a preferenceand source if you have a preference

• House Officers:House Officers:– Use the CME Request Form from the Use the CME Request Form from the

Pathology websitePathology website

• Let us know if you prefer used books; Let us know if you prefer used books; otherwise we will assume you want new.otherwise we will assume you want new.

CME Purchases: Memberships CME Purchases: Memberships & Subscriptions& Subscriptions

• Give us complete informationGive us complete information– Turn in renewal form with all boxes checkedTurn in renewal form with all boxes checked

(which journals, which membership level?)(which journals, which membership level?)– If your faculty wants online renewal, give us login name If your faculty wants online renewal, give us login name

and password for that organizationand password for that organization

• Create a spreadsheet for your records of your Create a spreadsheet for your records of your faculties’ memberships and subscriptions including:faculties’ memberships and subscriptions including:– Complete title of the organization/societyComplete title of the organization/society– Faculty’s nameFaculty’s name– Renewal year (and month if known)Renewal year (and month if known)– Cost of renewalCost of renewal– Login name and password if renewal is done onlineLogin name and password if renewal is done online

[Doctor’s name]’s Membership/Journal subscriptions

Organization Type Year Amount

American Society for Histocompatibility & Immunogenetics (ASHI) Membership 4/2007 $126

American Society for Histocompatibility & Immunogenetics (ASHI) Membership 3/2008 $126

American Society of Transplantation (AST) Membership 4/2007 $420

American Society of Transplantation (AST) Membership 2008 $420

College of American Pathologists (CAP) Membership 4/2007 $280

College of American Pathologists (CAP) Membership 2008 $290

International Society for Animal Genetics (ISAG) Membership 4/2007 $35

International Society for Animal Genetics (ISAG) Membership 3/2008 $36

American Association of Blood Banks (AABB) Membership 3/2008 $218

Example:Example:*special thanks to Sara Williams for this example**special thanks to Sara Williams for this example*

This may look like a lot to keep track of, but imagine it multiplied This may look like a lot to keep track of, but imagine it multiplied by by

134!134!

CME Purchases: LicensesCME Purchases: Licenses

• Bring notices to us promptly – before Bring notices to us promptly – before expiration!expiration!

• If you want us to do the renewal, give us If you want us to do the renewal, give us complete information: complete information: – Expiration notice or license numberExpiration notice or license number– Information about any malpractice suits or Information about any malpractice suits or

settlementssettlements

• Remember to bring renewed licenses to us Remember to bring renewed licenses to us when they arrive, to scan into W drivewhen they arrive, to scan into W drive

Reimbursement for Reimbursement for PurchasesPurchases

• Bring us itemized receipts, showing Bring us itemized receipts, showing method of paymentmethod of payment

• Be sure your name is on or attached Be sure your name is on or attached to the receiptto the receipt

• Expect reimbursement in your Expect reimbursement in your paycheck in 6-8 weekspaycheck in 6-8 weeks

Travel to Professional Meetings

The Travel ReportThe Travel Report• Prepared in Chairman’s office by Liz SchuilingPrepared in Chairman’s office by Liz Schuiling

– Admin Assistants do not need to prepare reportAdmin Assistants do not need to prepare report– This data must be entered into the Universal Management This data must be entered into the Universal Management

System (UMS), then printed into a Travel ReportSystem (UMS), then printed into a Travel Report

• Processed as a reimbursementProcessed as a reimbursement– However, a travel advance is available when necessaryHowever, a travel advance is available when necessary– Exception to reimbursement rule: Registrations made in Exception to reimbursement rule: Registrations made in

advance may be done by P-card separatelyadvance may be done by P-card separately

• Information in a travel report, required by Accts Information in a travel report, required by Accts Payable:Payable:– Person travelingPerson traveling– Reason for travelReason for travel– All expenses related to that trip submitted together All expenses related to that trip submitted together – A meeting flyer or itineraryA meeting flyer or itinerary

• Please do notPlease do not– Staple the paperwork (clip only)Staple the paperwork (clip only)– Cover any ink on a receipt with scotch tape or Cover any ink on a receipt with scotch tape or

highlighter (it erases the ink)highlighter (it erases the ink)– Send the same paperwork through twiceSend the same paperwork through twice– Create event identifiers (we already have them)Create event identifiers (we already have them)

• Please doPlease do– Collect ITEMIZED receiptsCollect ITEMIZED receipts– Paperclip or binder clip your documents together; Paperclip or binder clip your documents together;

place receipts smaller than 8-1/2 x 11 in an place receipts smaller than 8-1/2 x 11 in an envelopeenvelope

– If you choose to tape the receipts to 8-1/2 x 11 If you choose to tape the receipts to 8-1/2 x 11 blank paper, place them in blank paper, place them in datedate orderorder

– Provide a flyer or schedule of the Provide a flyer or schedule of the meeting/conferencemeeting/conference

– Ask the traveler for as many details as possible and Ask the traveler for as many details as possible and take note of exceptions or special scenariostake note of exceptions or special scenarios

The University of Michigan Pathology Department Policy Guide

Policy Number: 302

Last Revision: 4-3-2008

Last Revisor: heliot Reimbursement of Expenses Associated with Continuing Medical Education Date Issued: 3-20-2008

Purpose

Guidelines for reimbursement.

Definitions

Continuing medical education expenses are associated with attendance at professional meetings, payment of professional society dues and licenses, or other expenses associated with your continuing medical education.

Standards

Travel Associated with Attendance at Professional Meetings

1. Only coach airfare will be reimbursed.

2. Hotel reimbursement is for a single room.

3. Reimbursement for meals is based upon actual expenditures; original itemized receipts must be submitted. Cost for meals may not exceed University guidelines of $25 for breakfast or lunch and $55 for dinner, or a total of $75 for dinners with alcohol. Certain cities are exempt from these meal expense caps.

4. Mileage is reimbursed at $0.505 per mile (the current amount allowed by the University and the IRS). Mileage in lieu of airfare is acceptable and reimbursement will be based on round-trip coach airfare or actual mileage, whichever is less.

5. Registration fees can be paid using the departmental p-card when adequate lead time is provided.

6. Other reimbursable expenses include: transportation to and from airports (actual costs); baggage handling, bus/limousine fares, parking, and Internet connection fees.



1. Only coach airfare will be reimbursed.1. Only coach airfare will be reimbursed.2. Hotel reimbursement is for a single room.2. Hotel reimbursement is for a single room.

Rules for Rules for Travel:Travel:







FacultyFacultyPathology Department Policy Guide

from Pathology website:http://www.pathology.med.umich.edu/policies/

Pathology Department Policy Guidefrom Pathology website:

http://www.pathology.med.umich.edu/policies/

Rules for Travel: Faculty Rules for Travel: Faculty (cont.)(cont.)7. Original itemized receipts are required for the following: air/train fare; toll

charges (applies when claiming mileage in lieu of airfare), parking at airports, limousine service to and from airports, hotel expenses, registration fees, and meals. Please submit a conference web page, flyer or schedule with your receipts, if applicable.

8. Rental cars may only be used if they represent the most cost efficient means of transportation. Justification and prior approval is required.

9. Advances for expenses may be obtained with prior approval from the Office of the Chair. Reports must be submitted 30 days after you return from your trip. Failure to submit a report will initiate a payroll deducation and no further advances will be issued.

10. To ensure timely submission, receipts must be forwarded ot the Office of the Chair within one week of your return.

Professional Society Dues and Licensure

1. Payment of professional society dues and licenses will be processed using the departmental p-card or non-po vouchers as appropriate. Renewal notices and/or invoices should be submitted to the Office of the chairman for processing.

Other Allowable Expenses

1. If you have available funds, you may have them towards the purchase of journals, books and/or software.

2. The departmental p-card and/or non-po vouchers will be used to submit these orders.

3. If you have received approval to purchase the above, you may submit the appropriate receipt (i.e., canceled check, credit card or other receipt) for reimbursement.

Any variance from the above stated policy requires prior approval by the Program Director and department administration.

Procedure

All requests for travel must be submitted using a Travel Request Form and have the prior approval of the Office of the Chair and Division Chiefs.

7. Original itemized receipts are required for the following: air/train fare; toll charges (applies when claiming mileage in lieu of airfare), parking at airports, limousine service to and from airports, hotel expenses, registration fees, and meals. Please submit a conference web page, flyer or schedule with your receipts, if possible.

7. Original itemized receipts are required for the following: air/train fare; toll charges (applies when claiming mileage in lieu of airfare), parking at airports, limousine service to and from airports, hotel expenses, registration fees, and meals. Please submit a conference web page, flyer or schedule with your receipts, if possible.

9. Advances for expenses may be obtained with prior approval from the Office of the Chair. Reports must be submitted 30 days after you return from your trip. Failure to submit a report will initiate a payroll deduction and no further advances will be issued.

9. Advances for expenses may be obtained with prior approval from the Office of the Chair. Reports must be submitted 30 days after you return from your trip. Failure to submit a report will initiate a payroll deduction and no further advances will be issued.



10. To ensure timely submission, receipts must be forwarded to the Office of the Chair within one week of your return.

10. To ensure timely submission, receipts must be forwarded to the Office of the Chair within one week of your return.

Rules for Rules for Travel:Travel:

Reimbursement guidelines are similar to those for faculty: coach airfare, single hotel room, ground transportation, registration, parking. Original itemized receipts are required for all expenses.

Reimbursement guidelines are similar to those for faculty: coach airfare, single hotel room, ground transportation, registration, parking. Original itemized receipts are required for all expenses.

House OfficersHouse OfficersContinuing Education for Residents/Fellowsfrom Pathology website

http://www.pathology.med.umich.edu/residency/HOCME07.pdf

Continuing Education for Residents/Fellowsfrom Pathology website

http://www.pathology.med.umich.edu/residency/HOCME07.pdf

Frequently Asked QuestionsFrequently Asked Questionsabout Travel Reportsabout Travel Reports

• What if I share a room?What if I share a room?– Best solution: Ask hotel to divide the billBest solution: Ask hotel to divide the bill– Alternate: Note “divide in half” on billAlternate: Note “divide in half” on bill

• What if we split the restaurant bill?What if we split the restaurant bill?– Best solution: Ask waiter for separate Best solution: Ask waiter for separate

checkschecks– Alternate: Mark which meal was yours Alternate: Mark which meal was yours

on billon bill

• What is an itemized receipt?What is an itemized receipt?NotNot itemized itemized ItemizedItemized

Shows how it’s paid and total, but no details

Shows individual

items

Best idea? Give us both!Best idea? Give us both!

• What if I lose a receipt?What if I lose a receipt?– Write an “exception memo” to be signed by Martin LawlorWrite an “exception memo” to be signed by Martin Lawlor

Exception Policy: Where requested reimbursement does not conform to stated University policies or if a receipt is lost or missing, an exception memorandum must be included with the expense reimbursement report, explaining why this is necessary, and describing the missing documentation. The memorandum must be signed by the approving officials as they appear on page one of this report.

Exception Policy: Where requested reimbursement does not conform to stated University policies or if a receipt is lost or missing, an exception memorandum must be included with the expense reimbursement report, explaining why this is necessary, and describing the missing documentation. The memorandum must be signed by the approving officials as they appear on page one of this report.

Page 2 of Travel and Business Hosting Expense Report from University of Michigan Standard Practice Guide 501.4-1

Page 2 of Travel and Business Hosting Expense Report from University of Michigan Standard Practice Guide 501.4-1

• Can I host a dinner while traveling?Can I host a dinner while traveling?– Yes, you can, but you need to give us a list of Yes, you can, but you need to give us a list of

attendees and reason for hosting eventattendees and reason for hosting event

• How can I get a travel advance?How can I get a travel advance?– Use the Travel Request Form available on the Use the Travel Request Form available on the

Pathology website, estimate your expenses and Pathology website, estimate your expenses and check “Yes” to the question “Is an advance check “Yes” to the question “Is an advance necessary?”necessary?”

– Must be requested at least two weeks prior to Must be requested at least two weeks prior to departuredeparture

– Receipts must be submitted ASAP when an Receipts must be submitted ASAP when an advance is involvedadvance is involved

• How can I find out my CME balance?How can I find out my CME balance?– Ask Liz Schuiling or Holly EliotAsk Liz Schuiling or Holly Eliot

• Why can’t we use per diems?Why can’t we use per diems?

University of MichiganStandard Practice Guide 501.4-1

Travel and Business Hosting ExpenseEffective 3/1/01, revised 3/31/08

University of MichiganStandard Practice Guide 501.4-1

Travel and Business Hosting ExpenseEffective 3/1/01, revised 3/31/08

Meal expenses incurred while on travel status should not exceed the maximum allowances listed in the Travel and Business Hosting Expense Report Checklist. These amounts are not per diem and only the actual amount of the meal should be charged back to the University. Reimbursement for alcoholic beverages is at the discretion of the department. Alcohol expense must be flagged with an “X” Class (see Appendix D) and charged to a non-General, non-Federal or non-Sponsored Fund, or alternatively, the cost may be covered with personal funds.

Meal expenses incurred while on travel status should not exceed the maximum allowances listed in the Travel and Business Hosting Expense Report Checklist. These amounts are not per diem and only the actual amount of the meal should be charged back to the University. Reimbursement for alcoholic beverages is at the discretion of the department. Alcohol expense must be flagged with an “X” Class (see Appendix D) and charged to a non-General, non-Federal or non-Sponsored Fund, or alternatively, the cost may be covered with personal funds.

• What are the steps in the process?What are the steps in the process?1.1. Admin assistant submits receipts to Liz.Admin assistant submits receipts to Liz.2.2. Liz enters travel report in UMS, prints it, Liz enters travel report in UMS, prints it,

and copies it and all receipts.and copies it and all receipts.3.3. Liz sends Liz sends originaloriginal travel report and travel report and copiescopies

of receipts to admin assistant (feel free to of receipts to admin assistant (feel free to make your own copies of these!).make your own copies of these!).

4.4. Admin assistant gets faculty’s signature Admin assistant gets faculty’s signature on travel report, then on travel report, then sends it backsends it back to Liz. to Liz.

5.5. Liz attaches Liz attaches originaloriginal travel report to travel report to originaloriginal receipts. Martin Lawlor signs receipts. Martin Lawlor signs travel report.travel report.

6.6. Travel report is sent to Accounts Payable, Travel report is sent to Accounts Payable, copies are filed in billing office.copies are filed in billing office.

7.7. Payment will come in faculty’s paycheck Payment will come in faculty’s paycheck in 4-8 weeks.in 4-8 weeks.

• When will my travel report be finished?When will my travel report be finished?– Liz processes the reports as efficiently as Liz processes the reports as efficiently as

possible with the given information possible with the given information •Note: USCAP meetings occur in early March. Note: USCAP meetings occur in early March.

NUMEROUS faculty, resident, and fellow travel NUMEROUS faculty, resident, and fellow travel reimbursements are flowing in around this time. reimbursements are flowing in around this time. Please expect additional turn-around time. Please expect additional turn-around time.

– Once complete and signed, reports are sent Once complete and signed, reports are sent to Accounts Payable at Wolverine Tower, to Accounts Payable at Wolverine Tower, where it can take 4-8 weeks to finish them.where it can take 4-8 weeks to finish them.•Note: It is after this process that the traveler Note: It is after this process that the traveler

should see their reimbursement directly deposited should see their reimbursement directly deposited

• Why do you need all this detail?Why do you need all this detail?

Two reasons:Two reasons:

– To speed reimbursements to your To speed reimbursements to your faculty: if there is an error or omission faculty: if there is an error or omission on a travel report it can be a month or on a travel report it can be a month or more before we’re notified by Accounts more before we’re notified by Accounts Payable, and then more time for them to Payable, and then more time for them to reprocess.reprocess.

– To avoid an audit: if receipts or memos To avoid an audit: if receipts or memos are missing, they will be much harder to are missing, they will be much harder to obtain for an audit later.obtain for an audit later.

• What is an audit?What is an audit?– The entire report is returned until the missing item is The entire report is returned until the missing item is

supplied. Example (this one came back 3 weeks later):supplied. Example (this one came back 3 weeks later):

The attached Non-PO voucher has failed our audit process. The voucher is being returned due to the reason(s) listed below.

The attached Non-PO voucher has failed our audit process. The voucher is being returned due to the reason(s) listed below.

Please provide the original paid receipt or original canceled check (front and back) with description of items purchased.

Please provide the original paid receipt or original canceled check (front and back) with description of items purchased.

If the above requested item is not available, I will need a memo of exception. The memo must be signed by the Higher Administrative

Authority and state the reason for the exception to the policy.

If the above requested item is not available, I will need a memo of exception. The memo must be signed by the Higher Administrative

Authority and state the reason for the exception to the policy.

Please help us help you—working Please help us help you—working together, we can get the job donetogether, we can get the job done

Questions?Questions?

Thanks for your help!Thanks for your help!

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Continuing Medical Education Purchases Travel Policies - CME