University Travel Policy
The University of Maryland's travel policies are intended to facilitate travel and travel arrangements; to provide reimbursement for necessary expenses; and to protect travelers against the risk of loss while simultaneously maintaining the necessary controls for accountability.
All travel is to be documented. Pre-approval is required for University of Maryland employee and sponsored visitor out-of-state and international travel. Pre-approval is required for University of Maryland travel which includes an overnight stay, regardless of whether the destination is "in-state."
University official travel is normally undertaken using regularly scheduled licensed commercial transportation and commercial hotel accommodations. Special needs should be addressed in advance of travel in coordination with the department approving authority and Travel Services.
For purposes of clarity, University System business conducted in the "Washington, D.C. Metropolitan Area" is classified as in-state travel.
Required approval may vary according to the travel destination and sources of funds. Direct reports may not approve their supervisor's travel or expenses.
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Travel Reimbursement
University travel expenses must not be reimbursed until the trip has been completed.
Departments are strongly encouraged to make reservations and purchase airline tickets and other travel services through the University Travel Agencies, and to use the University Travel Card for payment.
University business travel arrangements made in this way eliminate the need for the traveler to advance personal funds, since reimbursement for airline tickets, deposits, etc. cannot be made until after the trip has been completed. There are other benefits that apply to business travel when the University travel agents issue airline tickets and make reservations, and when payment is made using the University Travel Card.
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Travel Insurance
Travel insurance may be purchased when it is to protect the University against financial losses potentially incurred for trip cancellation, interruption, change, etc. due to fees associated with ticketing changes, hotel cancellation, etc.
Travel insurance must be purchased through the University Travel Insurance Program, with prior approval from the Department Approving Authority.
Certain University travel programs include insurance, at no additional
cost, as a part of the University rate.
The University of Maryland has contract car rental rates in the U.S.
that include no-cost collision damage waiver (CDW) coverage. Contact
University travel agencies for car rental reservations.
When airline tickets are purchased through University travel agencies, the traveler is provided with automatic, no-cost flight insurance.
University group study tours that purchase airline tickets through
University travel agencies receive the no-cost flight insurance referenced above. The insurance applies to every ticket purchased
through a University travel agency.
Group tour arrangers should consider including Globetrotter Access
America (GAA) Travel Insurance in the trip cost for all participants.
GAA Travel Insurance offers benefits covering unforeseen trip
cancellation, trip interruption, and medical needs. There are a variety
of GAA policies, with different coverage levels and pricing, to choose from.
Group tour arrangers should, at a minimum, inform trip participants about the option to individually purchase GAA Travel Insurance through Globetrotter Travel. Even if the group travel arrangements were not purchased through Globetrotter Travel, the GAA Travel Insurance can be purchased separately.
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Fly America Act
ALL federally funded travel must comply with the Federal Travel Regulation and the U.S. Fly America Act; a United States Flag carrier MUST be used. Federally funded travel is normally funded using FRS numbers between 4-30000 and 4-33999 and FRS numbers beginning with 5. Obtain an advance waiver from the Office of Research Administration and Advancement (ORAA) if there is no U.S. Flag carrier service or if other special circumstances exist. All international sponsored travel must be approved by ORAA in advance of ticket purchase. Check with ORAA if you have questions about contract or grant travel requirements.
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U.S. Passport Information
U.S. Department of State Passport Services and Information
Passport photographs are available at University of Maryland Photo Services, 1117 Patapsco Building, 301.405.0577.
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Miscellaneous Expenses
| Expense |
Allow |
Explanation |
| Airline/Hotel Cancellation and Change Fees |
No |
Except emergencies and for the convenience of University of Maryland |
| Alcoholic Beverages |
No |
Not reimbursable from public funds |
| In-Trip Payment |
Yes |
The preferred method of payment for all in-trip expenses is the UM Travel Card. |
| Excess Baggage |
Yes |
University Equipment and Supplies |
| Gratuities |
Yes |
Reasonable; Must be detailed on the Expense Statement |
| Laundry/Valet |
Yes |
With detailed receipt, when domestic travel extends beyond 1 week; International laundry included in per diem allowance |
| Mileage Driving to Local Airport |
Yes |
|
| Parking (Airport and Train Station) |
Yes |
Reasonable and with receipt |
| Passport/Visa |
Yes |
When required for official travel. Check with ORAA as to whether is an allowable expense on sponsored funds |
| Registration Fees |
Yes |
With detailed receipt |
| Taxi |
Yes |
If any single taxi journey reimbursement is $75.00 or less and no receipt is available, the traveler must provide details in the "Expense Description" field of the Expense Statement. Details must include (for each taxi journey) the date, origin/destination, and cost per trip.
|
| Telephone/Telegraph |
Yes |
Business-related; Personal calls at discretion of approving authority |
| Toll Charges (Highway) |
Yes |
|
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University Business Hosting
The following information addresses official University business that provides hosting at the University’s expense (during or outside of travel status). The information below may not be exhaustive. Cardholders and Approving Authorities should contact their Director’s Office, Dean’s Office, or Vice President’s Office in advance of using the University Travel Card for hosting to address any questions about the bona-fide official purpose of the proposed hosting.
Travel Cardholders and Approving Authorities are responsible for the review and approval of all charges made to the Travel Card. Both parties are responsible for ensuring that unallowable charges are never made to the University Travel Card. For further information about Travel Cardholder and Approving Authority responsibilities, please see the Travel Card Webpage.
The University may sponsor or host certain activities that provide food, catering, or other refreshments to non-employees when the activity is official business, is conducted by the University, and has received appropriate advance approval. Care must be used by the person committing to the event that proper approval is obtained in advance and that funds are available.
Official business, which includes University-paid hosting of events, meals, etc., may, with proper approval, include activities such as:
- Events/meals held in compliance with sponsored program deliverables
- Department-sponsored or institution-sponsored conferences and meetings
- Events/meals held in accordance with pre-approved University advancement and fundraising activities
- Training programs hosted by one department and primarily attended by other departments or non-University participants during a timeframe that normally would include a meal break
- Department business that gathers students and faculty/staff to carry out University academic goals
- Department-wide staff appreciation events and the like
- Meals held with invitational guests, such as speakers, researchers, etc.
- Unusual circumstances that require employees to work outside of normal business hours or in unusual conditions (extreme weather, etc.)
When events, food, and/or catering services are paid for using the University Travel Card, documentation must be provided with the Travel Card Log, including:
- The name and the purpose of the function
- The names of those in attendance and their institutional affiliation (If it is impractical to provide every named guest, details about the number of guests and their affiliation must be provided.)
Cardholders must not make commitments or purchases for events, food, or other hosting that exceed delegated procurement authority of $5,000.
Only Corporate Services (up to $100,000) or Procurement is authorized to sign catering and other event contracts. The only exception is that authorized departmental staff may sign Dining Services agreements. Dining Services accepts the Travel Card for payment of authorized hosting.
The following expenses are not official University business and must not be charged to the University Travel Card:
- Cost of alcoholic beverages under any circumstances
- Food served during normal office hours for departmental meetings attended by departmental employees
- Food, beverages, and snacks solely for personal consumption
- Gifts for employees (birthday, wedding, special occasion, etc.)
- All non-work-related expenses
- Flowers for University employees (birthday, appreciation, sympathy, get well, etc.)
- University employee social functions
- Parking fines or other traffic violations of employees
The expenses listed above, as well as all other personal expenses, are the responsibility of the individual incurring the expense. The expenses above and all personal expenses must never be charged to the Travel Card.
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Receipts
University travel policy requires advance approval via a Travel Approval Request form, and original receipts must be provided with the Expense Statement. Receipts are used to verify that the travel services purchased were used for the approved traveler, dates, and location for which official travel was approved. Receipts also document the actual cost and payment of each expense.
Detailed original receipts are required for all travel expenses including airfare, airport/train station parking, rail ticket, car rental, ground transportation, lodging, conference/event registration, rental vehicle fuel, and any meal reimbursed in excess of the per diem amount allowed for that meal.
Receipts should show the date and specific services rendered, vendor name, the amount charged, and the form of payment. Receipts for air, rail, car rental, and lodging should also include the traveler's name. Travelers should take care to submit receipts rather than "confirmations," which do not show how payment was made. If hotel, car rental, or other "express" check-out receipts or Internet vendor receipts do not show how payment was made, a copy of the credit card bill with the corresponding final total charge should be provided with the Expense Statement.
If necessary, an exception to the receipt requirement may be made for a permissible "miscellaneous" expense if the individual charge is $75 or less, including gratuity. Permissible miscellaneous expenses may include taxi fares, tolls, local parking fees, local bus fares, subway/light rail fares, and the like. The expense breakdown for each miscellaneous expense must be provided on the Expense Statement. For example, if two taxis are used and receipts are not provided, the traveler must indicate the cost breakdown and route details for each taxi used.
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Event and Exhibition Admission
If special admissions including museums, events, and the like are official expenses, they should be included on the Travel Approval Request (TAR). If a receipt for an approved activity cannot reasonably be obtained, the expense should be detailed on the Expense Statement, referring to the Travel Approval Request (TAR).
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Combining Personal and Professional Travel
Careful records must be maintained to separate the expenses of travel companions from the reimbursable expenses of University of Maryland official travelers. Written verification of a hotel's applicable single rate should be obtained at time of check-out and submitted along with the actual bill and Expense Statement. University of Maryland will not reimburse any expenses incurred on behalf of a travel companion unless a specific determination is made by the approving authority in advance that the companion's travel is official business necessitated by the nature of the event.
Any additional cost incurred due to stopovers or route modifications made for the convenience of the traveler will be borne entirely by the traveler. For wholly personal or vacation travel, contact Globetrotter, Omega World Travel, and Travel-On for information about University of Maryland employee discounts.
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University of Maryland Contract Travel Agencies
University of Maryland Contract Travel Agencies (Globetrotter Travel, Omega World Travel, and Travel-On), are committed to finding and offering the lowest fare that meets trip requirements. University of Maryland travel arrangers normally should use contract travel agencies. Purchase of non-routine travel services and all requests anticipated to exceed departmental delegated authority using non-contract travel agencies must be coordinated with Travel Services in advance of securing reservations or making payments.
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Airfare Ticketing Procedure
The least expensive, practical itinerary should be used.
Normally airline tickets should be purchased using the University contract travel agencies, making payment with the University Travel Card. Tickets purchased through other sources are discouraged. Tickets purchased using a personal credit card will not be reimbursed until after travel has been completed. Note that expense reimbursement for airfare requires an original invoice that details vendor name and address, flights used, price paid, and form of payment receipt.
Plan ahead to qualify for discount fares and avoid full coach fares. If discounted tickets carry significant cancellation penalties, departments should consider purchasing cancellation insurance through the University travel insurance vendor. The University will not reimburse or pay for travel insurance other than that purchased through the University travel insurance vendor.
The University will not reimburse travelers for airline tickets that had no cost, such as "free" tickets earned on frequent flier or other incentive programs.
The purchase of First-Class airfare is not permitted.
The purchase of Business-Class airfare is not permitted for domestic travel, and is discouraged for international travel unless specific operating requirements make it impractical to travel internationally in coach class. In exceptional circumstances when it is necessary to purchase Business-Class international air travel, the University Travel Approval Request (TAR) must indicate that Business-Class airfare was purchased and the reason the trip required it.
Travelers may sit in an upgraded section of the aircraft if there is no cost to the University.
ALL federally funded travel must comply with the Federal Travel Regulation and the U.S. Fly America Act; a United States Flag carrier MUST be used. See Fly America Act above for additional information. University contract travel agencies can provide assistance to ensure that travel is booked using U.S. Flag carriers. Departments should verify with ORAA in advance whether cancellation insurance purchased from the University travel insurance vendor is permitted using the specific account number being used to pay for the trip.
Globetrotter, Omega World Travel, and Travel-On advise Travel Arrangers when special airfares or incentives are available to University of Maryland through preferred supplier arrangements. Support of University programs should be given whenever practical.
Globetrotter Online: Globetrotter's Online Travel Planning Service exclusively for University of Maryland travelers. Flight schedules, prices, University of Maryland discounts, and links to related information.
Omega World Travel Online: Omega World Travel's Online Travel Planning Service exclusively for University of Maryland travelers. Flight schedules, prices, University of Maryland discounts, and links to related information.
Travel-On Online: Travel-On's Online Travel Planning Service exclusively for University of Maryland travelers. Flight schedules, prices, University of Maryland discounts, and links to related information.
Be sure to consider and fully understand the airfare's applicable restrictions as well as change and cancellation penalties before accepting the itinerary. Such penalties are reimbursable only if your approving authority agrees that an itinerary change or cancellation is in the best interest of the University.
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Reimbursable Meal Rates
Domestic and International Meal Reimbursable Rates
Travelers will normally be reimbursed at UM meal per diem rates. Travelers are not required to obtain meal receipts when using meal per diem. Reimbursement will not be made if a meal has already been paid for as part of a conference. A partial day's travel is eligible for proportionate meal allowance.
In special circumstances, a higher amount of reimbursement may be appropriate and allowable with advance approval and supported by proper receipts. Examples of such circumstances may include: required attendance at a function for official purposes, lodging inaccessible to normal array of dining choices, etc. Reimbursement in excess of per diem should not be used on a routine basis. The cost of alcoholic beverages will not be reimbursed.
Extended or recurrent travel may require special arrangements to be coordinated by the Approving Authority, Comptroller, and Business Services Administrator on a case by case basis. Examples of such circumstances may include extended stays in a residential setting where grocery purchases provide a more cost-effective approach than dining out.
Travelers should check with the IRS to determine whether any record keeping is required for personal income tax purposes when using per diem allowances. The IRS should also be consulted concerning reimbursement for relocation (moving) expenses to determine if there is a personal tax consequence.
For further information, please see the Board of Regents Schedule of Reimbursable Rates
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Lodging
Pre-approval is required for University of Maryland travel which includes an overnight stay, regardless of whether the destination is "in-state." Every effort should be made to ensure that lodging costs are reasonable and appropriate. Globetrotter, Omega World Travel, and Travel-On, can assist with reserving Government and other discount rates. Some discounts also apply to personal travel.
Lodging and other in-trip expenses are normally paid by the traveler at time of use with their University of Maryland Travel Card or other preferred personal charge card. University of Maryland normally does not issue Travel Advances.
Original receipts (including hotel's itemized bill) must be submitted with the Expense Statement for reimbursement. A credit card slip alone does not satisfy the receipt requirement.
University of Maryland will not reimburse "no show" charges. In-room cable TV and other items of a personal nature are not reimbursable. Reimbursement for meals charged to the hotel bill must be submitted as outlined under Reimbursable Meal Rates. Extended or recurrent travel may necessitate special requirements to be coordinated by the Approving Authority, Comptroller, and Business Services Administrator on a case by case basis. An example would be a residential stay for which a lodging per diem may be established in the absence of traditional tariffs and receipts.
Travelers utilizing Federal funding must advise the travel agency reservationist if their contract or grant specifies cost limitations or other restrictions. If uncertain, contact the Office of Research Advancement and Administration prior to finalizing reservations.
For further information, please see the Board of Regents Schedule of Reimbursable Rates.
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Private Mileage Reimbursement
Employees may be required to use personal vehicles in order to carry out assigned duties when a University vehicle is not available. The University is not required to provide a vehicle to employees who refuse to use their own vehicles to perform their assigned duties.
Authorized persons required to use a privately owned motor vehicle for official University business will be reimbursed in accordance with the current officially approved rate (see Privately Owned Vehicle Reimbursement Schedule). Employees must take care to ensure that normal daily commute mileage is subtracted from the total mileage traveled. Please see the Privately Owned Vehicles Used for UM Business policy for more information.
Authorized drivers will be reimbursed for reasonable parking and toll expenses incurred while conducting official business.
The University will not reimburse its employees for any increased insurance premiums attributable to the use of their vehicle for business. Reimbursement for insurance is reflected in the mileage reimbursement rate.
For further information, please see the Board of Regents Schedule of Reimbursable Rates.
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University of Maryland Discount Car Rental Rates
University of Maryland has discount car rental rates with several companies. Globetrotter, Omega World Travel, and Travel-On also offer discount rates with additional car rental firms. University of Maryland identification numbers should be provided at the time reservations are made. (Globetrotter, Omega World Travel, and Travel-On will do this automatically).
Company |
ID Number |
Phone Number |
| Avis |
A535800 |
800.331.1212 |
| Budget |
T586400 |
800.527.0700 |
| Enterprise |
W18490 |
800.736.8222 |
Customers must present a special car rental discount ID, which may be obtained from the University of Maryland Travel Services.
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SECU Visa® Card and Travelers Checks
Travelers who are members of the State Employees Credit Union (SECU) may be interested in applying for a no-fee Visa® card from SECU. For additional information, contact SECU. SECU also provides travelers check services for its members.
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For Further Information
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