Travel, Events, & Outreach

Information, tool kits, one stop for forms and best practices. Use the buttons to jump to the section you want more information about.

Travel

College of Arts & Letters is the Pilot for the New Travel Solution

MSU is implementing a new travel system from Concur that aligns with EBS. Travelers can fill out travel requests (pre-trips), submit receipts electronically, prepare and submit travel expense reports and track reimbursements easily.  Find more information on the Travel at State Project website. Please download the CAL Travel Flyer and share with your unit. 

Policy Changes

College of Arts & Letters Travel Support Implementation Team 

  • The College of Arts & Letters has an implementation team that's here to support you.  Whether you are the traveler, faculty, or support staff, CAL Travel Support Team is happy to help.
  • Bring your laptop and a current travel project when you drop in at the Cal Travel Lab: Wednesdays at Wells Hall in Room B243 9-11 am through October 2, 2019.  Cal Travel Lab is open to everyone.
  • Travel at State also offers ZOOM training sessions. Zoom Session- Concur User Training
  • Email questions to Caltravl@msu.edu
  • Team members:  Penny Shanks, Pete Havlaka, Jennifer Nelson, Sherri Stevens, Viki Townsend-Geitzel.

SAP Concur Travel System--training, tips, and tricks

Reference Materials from Travel at State  

Setting up Profile Settings

The first time logging in to the SAP Concur Travel tile found in EBS all MSU employees should take time to update their Profile and ensure the information is correct.  This incudes verifying your emergency contact information, setting up request and expense delegates and connecting your cellphone and email accounts so receipts can be automatically collected or emailed to your account while traveling.

Travel Requests (Pre-Trip Authorizations)

After the Travel Profile is set up you are ready to do your first Travel Request.  A Travel Request is the new terminology for Pre-Trip Authorization.  All travel must have an approved Travel Request prior to travel taking place.  This includes travel that's self-funded or funded by another organization.  Travel Requests let's MSU know where you are in case of an emergency, allows MSU to quickly identify who to contact if you have had an emergency while traveling.  Approved Travel requests also make you eligible for MSU insurance coverage if something happens while you are traveling on MSU business.

Travel Expense Reports

Booking Travel through Concur

Additional Tips and Tricks

Two Apps that will make your travel much easier

 
Concur Mobile

Every MSU traveler is strongly to download this app and connect it to their Travel Profile.  This APP is where you can take a photo of your receipt and save it electronically.  The app will read the text, translate the language and make currency conversions for your expense report.  It will also store your receipt in MSU's online Concur Travel Account.  The next time you log in, you'll see the receipt and be able to add it to an Expense Report.

TripIt Pro

MSU offers our travelers a FREE upgrade to TripIT Pro, a convenient APP to store all of your itinerary details.  Download the Free App and set up your free account.  Then go into your MSU Concur Travel Tile in EBS and under Profile Settings, link the TripIT account.  You'll automatically be upgraded to TripIt Pro.  

Links to other important Travel information

FAQS

Pre-Trips

Saving receipts

Expense reports

Fiscal Officer Review Checklist

 

Additional Information and Training Resources

  • The best source for information on MSU Travel is Travel at State.
  • MSU offers various courses throughout the year. Enrollment can be found in  EBS under the Courses for MSU Employees tile. 
  • Travel ListServ  Sign up for the Travel ListServ to get periodic updates and news on changes, partnership agreements, policy and procedures.
  • .​​​​​​Travel Tips  Links to the Global Registry, Know before You Go, Motorpool, Conlin Travel, Airline discounts and more.

 

 

Events

Throughout the College of Arts & Letters numerous events happen throughout the year.  While come are planned and hosted by faculty or graduate students, other events are planned by support staff.  In all cases, support staff have access to resources to assist in planning of successful events. 

Resources

Event Project Manager

The College of Arts & Letters has an Event Project Manager who assists with College Level events, marketing and promotions.  The Event Project Manager also develops tools for local departments to use when planning events.  They  offer training, consultations, and mentoring on how to plan and host effective events. Call Penny 41496. or mail the  Event Project Manager with questions or to line up training, consultation, or mentoring.

TEAMS Event Team

The Event Project Manager manages an Event Team in Microsoft TEAMS where resources are collected and shared.  Templates, Plans of Work (Statements of Work) are shared and available on Sharepoint.  To join the Event Team email the Event Project Manager.

CAL Connect Roundtable Team Chat 

CAL support staff use a Team Chat as a group resource for questions about a variety of topics: finance, HR, new policies, training, travel and events. Post a question on the Roundtable and instantly access the knowledge base and resources of every department in the College of Arts & Letters.

MARCOM

The College of Arts & Letters Marketing and Communication (MARCOM) department is another resource for getting direction, answering questions and for references for hiring a photographer, videographer or graphic artist.  MARCOM's priority is college level marketing pieces.  They are the "One Voice" for CAL and create legacy print and video pieces for the College.  They also coordinate Templates for flyers, publications and websites for the College. 

Advancement and Development Office

The Advancement and Development office has resources that could help your event.  They manage a continuously updated data base of alumni and donors and can assist 

Communication

Every event that you do, large and small, should be communicated to the College Event Project Manager: send an email to the Event Project Manager; post on Teams and tag Penny Shanks; call Penny at 41496.  You can inform the event project manager with a forwarded email.  The important thing is to let them know your event is happening.

There are many reasons why the College Event Project Manager needs to know what you are doing: they can help steer resources your way, they will help elevate your event up the ladder at CAL, they will help connect you with the Advancement and Development team to align alumni outreach efforts.

 

Event and Outreach Tool Kit

Statement of Work (Plan of Work outline)

Increase the efficiency of your event planning and improve outcomes by using project management tools. 

Template for a Statement of Work (SOW), which can also be referred to as a Plan of Work. [WORD]

Definition of work unit with sample calculations [PDF]

Events Resource Board on Trello  

This is a public board, so anyone with a Trello account (which is free) can access the board.

The board is managed by the CAL Event Project Manager.  New to Trello?  Ask for training to learn Trello.

 

Budget

When planning an event, it is important to review the budget. Determine the funding amounts and sources to ensure your event will be successful. After the event has ended, the following are possible items to place on a spreadsheet. 

  • Funding Sources
  • Expected Expenses
  • Co-Sponsors

Catering and Meals

Many events request food and other refreshments be provided. When ordering, keep in mind delivery times, number of attendees, and dietary restrictions.

There are several vendors in the MSU area that will direct bill. The following is a list of companies that allow invoices to be direct billed to department accounts.

Reservations are sometimes required in advance. MSU also provides meal tickets (1855 Place) for dining in the various campus residence halls and can be billed to a department account.

During your event, remember to contact IPF for assistance in emptying trash or recycling food waste.

Educational Resources

MSU offers courses and workshops for employees in the EBS system. These courses are benefical when planning various events.

  • Event Planning 101
  • Conference and Event Planning Made Easy
  • Fraud Prevention & Business Ethics MSU

Marketing and Promotion

It is never too early to start advertising for an event. Start engaging with your attendees to gather information in order to create flyers and update websites. There are various ways to promote your events.

Guest Speakers

MSU invited guests are contacted prior to arriving at MSU. Communicate with the coordinator what assistance the speakers will need. The pre-trip profile is helpful in obtaining information needed to book flight, hotel, and recognize any dietary restrictions or additional assistance. The following forms and information are also helpful when creating vendors.

Reserving Venues

When considering locations, keep in mind the event type and participant expectations. Venues can be local, urban, or near airports. The following are resources to assist in reserving rooms on campus or in the community.

  • Academic Room Scheduling
  • CAL Conference Room Scheduling
  • Greater Lansing Visitor's Bureau
  • Some items to keep in mind are making sure the location is scheduled and the room is unlocked.
    • IPF has been notified to turn on air, order table and chairs. 
    • IT Services provides, microphones, recording devices, and other technology services.
  • Department of Police and Public Safety can provide access to any MSU campus locations that have swipe access panels.
  • It is important to have a plan for how you would like the room set-up.

 

Event Wrap-Up

At the end of the event, a post event discussion with your committee will help plan for the next event. A Qualtrics surveys, exit questionnaire, or other Feedback Forms can be provided to attendees to help gauge pros and cons of your event. Other things to consider are thank you letters to speaker and reconciling expenses via EBS or P-Card.

Other Important Documents

Outreach

In the spirit of fulfilling Michigan State University’s land-grant mission, the College of Arts & Letters makes serving the needs of community a priority. Faculty members work in partnership with students, alumni, support staff, policy makers and community to strengthen the connections between theory and real world application, providing meaningful opportunities to serve and learn in/with the community and develop civic engagement leaders.

This commitment to service includes providing continuous professional development opportunities.  It means sharing researched-based knowledge with leaders at all levels.  The MSU College of Arts & Letters is particularly engaged in efforts to promote international perspectives, diversity, inclusion and social equity.

MSU Outreach and Engagement

The Office of University Outreach and Engagement supports faculty, staff, and students in their engagement activities. From fostering partnerships, to providing learning opportunities, to facilitating service-learning placements, these resources are designed to advance MSU’s culture of high performance by promoting community-engaged research and creative activity, teaching, and service. Overview [PDF]

Internships

College of Arts & Letters Excel Network

Donations and Sponsorships

MSU offers various ways to give.

Marketing and Communication

There are various tools to assist with Outreach. The College of Arts & Letters provides templates, brochures, website design, and other sources. Submitting the Marketing Request Form will provide assistance with MSU branding, editing and video. Other options available:

  • List Serves
  • Newsletters
  • Social Media

 

Travel, Events and Outreach Content Owner: Penny Shanks.  Content contributor: Jennifer Nelson.  If you are interested in providing comment, content or suggestions for this resource page please contact Penny. 

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