International

All travelers must register their International Travel with the UMB International Travel registry system prior to the start of Business Travel and furnish current emergency contact information on the Travel Request.  

Read the Policy and the Procedures for details on approvals, allowable costs, reimbursement requirements, and additional resources for international travel.


Travel International FAQs & Scenarios Printable PDF


Currency Exchange

  • If the receipt or bank statement does not show the transaction in U.S. dollars, the traveler must convert the amount spent to U.S. dollars.

    • Use OANDA to convert the foreign currency amount to U.S. dollars.
    • Because exchange rates change daily, each transaction date must be converted. For example, expenditures in Euros for a three-day trip must be converted for each day of the trip. 
    • Indicate the exchange rate used on the receipts for each day of the trip.

Per Diem Rates

  • Click Foreign Per Diem Rates by Location.
  • Enter the destination country.
  • Locate the destination city.
  • Make sure that you use the correct time range. Some cities have different seasonal rates.
  • Make note of the M&IE Rate.
  • Click FTR 301, Appendix B (Breakdown of Foreign Meals/Incidentals Portion).
  • Locate the M&IE Rate and find the corresponding Incidentals amount.
  • Subtract the Incidentals amount from the total M&IE Rate to determine the Meal Rate.
  • The FTR 301, Appendix B also shows the breakdown by meal period.


FAQs

1. What is International SOS?

  • International SOS provides travel alerts, assistance in finding medical care while abroad, and emergency services to assist with evacuation or other emergencies.  All international travel must be registered with International SOS.  SOS is available for all travelers and is administered through UMB Global Education Initiatives.

2. How do I calculate the meal per diems?

  • International per diems are established by the Department of State. The amount for incidentals must be subtracted from the M&IE rate. Note that some locations use seasonal rates. Ensure that the correct rate is used. Upload a printout of the per diem page with the travel expense reimbursement. Detailed instructions are available on the Financial Services International Travel main web page.

3. How do I convert foreign currency?

  • Each transaction date requires a separate calculation because exchange rates change daily. Use OANDA to convert foreign currency to U.S. dollars. Upload the daily exchange calculations with the travel expense reimbursement. Detailed instructions are available on the Financial Services International Travel main web page.

4. How should the traveler report a trip that includes personal travel?

  • The Travel Request should reflect the dates that include expenses paid by UMB. For example, if the traveler adds a week of sightseeing at the end of the conference, the Travel Request should include the actual return date. Note the days of personal travel on the Travel Request.
  • The expenses listed on the Travel Expense form should include the expenses directly related to the business portion of the trip. The form contains a field for entering the dates of personal travel.
  • Please review the section on Business Travel Combined with Personal Travel in the Procedure for detailed information.

Scenarios

I. Joe Simpson is an employee who lives in Baltimore, works at the main UMB campus in Radiology, and he needs to attend a three-day workshop on radiology techniques in London. The conference fee is $1,200. Breakfast and lunch are provided each day. Joe leaves from BWI Airport on June 3 and returns June 7.

Workshop dates: Monday, June 4–Wednesday, June 6.

Time: 8 a.m.–5 p.m. each day

The registration fee was paid on the P-Card.

Joe requests reimbursement for mileage, airfare, airport parking, taxis, lodging, and meals.

Joe is eligible for the following expense reimbursements:

    • Roundtrip airfare from Baltimore to London, departing June 4 and returning June 7
    • Mileage to BWI on Sunday, June 3
    • 75% of total daily per diem for June 3, day of departure:
      • London total M&IE = $191, less incidentals: $153, 75% = $114.75 
Country NamePost NameSeason BeginSeason EndMaxiumum Lodging RateM & IE RateMaximum Per Diem RateFootnoteEffective Date
United Kingdom London 01/01 12/31 312 191 503 View 06/01/2018

 

M & IE RateBreakfastLunchDinnerIncidentals
$191 29 48 76 38

 

      • Standard transportation from London airport to hotel
      • Standard lodging June 3–June 7, departing June 7
      • Dinner per diem June 4–June 6
      • Standard transportation from hotel to London airport
      • 75% of total daily per diem for June 7, date of return
      • Parking at BWI for Sunday–Thursday, not to exceed the daily rate
      • Mileage from BWI to home, less commute mileage

II. Consider the same example as Number I, except Joe extends his trip for sightseeing in Paris from June 7–June 10. Joe is eligible for the same for the following expense reimbursements:

    • Roundtrip airfare from Baltimore to London, departing June 4 and returning June 10
    • Mileage to BWI on Sunday, June 3
    • 75% of total daily per diem for June 3, day of departure:
      • London total M&IE = $191, less incidentals: $153, 75% = $114.75 
Country NamePost NameSeason BeginSeason EndMaxiumum Lodging RateM & IE RateMaximum Per Diem RateFootnoteEffective Date
United Kingdom London 01/01 12/31 312 191 503 View 06/01/2018

 

M & IE RateBreakfastLunchDinnerIncidentals
$191 29 48 76 38

 

      • Standard transportation from London airport to hotel
      • Standard lodging June 3–June 7, departing June 7
      • Dinner per diem June 4 – June 6
      • Standard transportation from hotel to airport
      • 75% of total daily per diem for June 7
      • Parking at BWI for Sunday–Thursday, not to exceed the daily rate
      • Mileage from BWI to home

Notes: Joe is not eligible for transportation to Paris, lodging June 7–June 9, or any additional meals. If Joe returns to London to fly home from London, the transportation from Paris to London is not reimbursable. If Joe returns to Baltimore from Paris, Joe’s reimbursable airfare is the lesser of: roundtrip from Baltimore to London, or one-way to London plus one-way from Paris.