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Welcome to Travel at State! As a new MSU faculty member, you may have the opportunity to travel on business for the University. Below, you will find a few useful resources that we think will help guide you along the way.
MSU Travel Office Website () A Spartan favorite, this website will be your resource for detailed information regarding air, hotel, and car rental discounts for both business and personal travel, reimbursement information, travel policies, procedures, traveler assistance and other MSU business related travel information.
Travel at State Website () Developed by MSU’s preferred travel agency, Conlin Travel, this site serves as your access point to the online booking tool, electronic Direct Bill application, travel tips, links to some of the best travel apps on the market, tutorials, travel announcements and much more!
University Travel ListServ () The University ListServ provides e-mail updates related specifically to MSU travel programs, policies, and procedures. To subscribe visit the link displayed above.
MSU enlisted the help of a few preferred travel agencies knowledgeable of University travel policies, procedures and programs. The preferred agency for all faculty and staff travel is Conlin Travel. Conlin has the capacity assist MSU travelers with air, rail, hotel, and car rental reservations while providing exclusive cost savings to the University.
Highly trained on all MSU travel policies, discount programs, and billing Conlin Travel aims to make the booking process for faculty and staff a simple and efficient process.
Before you can access all of MSU’s exclusive travel discounts (available only through Conlin Travel) you must first:
Once both of the above steps are completed, you will be ready to set up your travel profile, congratulations! Conlin Travel will send you an email with a few quick steps to getting started.
MSU and Conlin Travel encourage you to keep your travel profile up to date at all times. Should you need assistance creating or updating your travel profile, Conlin Travel Concur eService Help Desk is available to help!
For a step-by-step profile setup guide (with images) visit: .
eServices Concur Help Desk: (888) 387-3536; (M-F 8 – 5:30 p.m. EST)
The direct bill provides travelers with the option of directly billing the cost of airfare, rail, and Michigan Flyer tickets to an MSU departmental account number – allowing you to skip the hassle of paying out of pocket for these travel expenses.
Who should use direct billing? MSU faculty and staff may take advantage of the benefits of direct bill when booking airfare, rail, or Michigan Flyer through Conlin Travel. Faculty and staff may also use direct billing for guests and others who may be traveling on behalf of Michigan State University.
Do I haveto use the direct bill? No, however all travelers must have a Concur travel profile – within your travel profile you will need to provide and store your personal credit card information. Each time you purchase airfare/rail, you will need to specify which method of payment you prefer (direct bill or credit card).
How do I submit a direct bill application? Visit and click on the “Direct Bill” button on the homepage. Once logged in, complete the short form indicating your fiscal officer and submit.
How do I use the direct bill? At the time of booking, select “MSU Direct Bill Business Travel” as your method of payment. During this step, make sure you have your MSU account number handy!
Can I still earn frequent flyer miles if I choose to have Direct Bill as my preferred method of payment? Absolutely, by adding your frequent flyer numbers to your travel profile in Concur, you will earn points on your MSU travels whether your preferred method of payment is direct bill or credit card.
The Pre-Trip Authorization form is located at (under “Forms”).
Please notice international travelers must complete the Pre-Trip Authorization form as well as register in the International Travelers Database, located here: .
Faculty and staff may book travel three ways:
The MSU Travel Office encourages you to book online with the Concur tool to take advantage of significantly reduced agent fees, ease of use, and control of your reservation. There will be times when you just need to talk to an agent to assist with more complex itineraries or booking international flights which are being paid for with restricted funds (“RC” accounts). During these times your trip details can still be viewed in your Concur profile, making it easy for Conlin Travel to access all of your upcoming trips and itineraries in one place.
For a step-by-step guide (with images) for booking travel online, go to the tab.
General Business Travel You have the option to directly bill to the University (via account number) the cost of your airfare, rail, and Michigan Flyer tickets through Conlin Travel. Please check with your fiscal officer to verify the correct account information prior to purchasing your airfare, rail, or Michigan Flyer ticket so the correct MSU account number is charged.
Traveling For a Conference If you are attending a conference, your department should have a Purchasing Card to pay the conference fee for you. If this cannot occur, your department may pay via check through the University system. Please be sure to allow extra time for processing.
Other Travel Reservations All other travel reservations are to be paid by you, the traveler, and may be reimbursed upon the completion of your trip. Should you choose to purchase your airfare, rail, or conference fee, these too, can be reimbursed. Please keep in mind that itemized receipts are required for most travel expenditures. Travel Reimbursement Chart is .
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