Business and Finance Services

Business Forms & Links

Employee Domestic Travel Guide

This section has been created to help assist with employee domestic travel. To view additional guidance on the topics below, click on the title to expand the content. This guide is not intended for use in lieu of reading and complying with UMB/USM policies and procedures. The UMB Business Travel Policy VIII-11.00(A) and related Financial Services Procedures are available in the UMB Policies and Procedures Library under Financial Affairs.

If you have any questions or need assistance, please contact the Office of the Provost Administrative and Fiscal Affairs team at provost.finance@umaryland.edu

Travel Pre-Approval

All Business Travel outside Maryland, overnight travel, travel that includes a car rental, and travel booked through a UMB contracted travel agency must be pre-approved. You must submit a Travel Request eForm (TR) that includes:

  1. Detailed documentation explaining the UMB business purpose for the Business Travel. For example, the invitation, agenda, and/or itinerary for the trip must be submitted if available. This documentation should explain how the traveler’s role (e.g. attendee, presenter) relates to the individual’s job or UMB’s mission.
  2. List of the total estimated expenses for the trip. Include meal per diem rates, conference fees, lodging, hotel, etc.
  3. Funding source (SOAPF). If you don’t know your department SOAPF, contact provost.finance@umaryland.edu.

Once the Travel Request eForm has been approved, you may move forward with securing transportation, lodging, and other travel purchases.

Air and Rail Transportation

  • Flights and rail tickets can be purchased with personal funds and reimbursed or can be purchased through a contracted travel agency and billed directly to UMB.
  • To use a UMB travel agent, travelers must reach out to the agencies directly to book flights and must provide the agents a copy of their approved Travel Request eForm confirmation.

Conference Registrations

To request payment of a conference registration fee, please submit a purchase request form detailing the link and/or invoice for the registration and any other details required to make the purchase. A copy of your approved Travel Request eForm confirmation must also be attached to this request.

Lodging

  • Lodging can be purchased with personal funds and reimbursed or may be reserved and paid via UMB PCard.
  • To request lodging to be paid with a UMB PCard, the employee must first make the reservation using a personal card (credit or debit card will not be charged for the reservation); then submit a purchase request form including the details of the reservation, the credit card authorization form from the hotel, and a copy of your approved Travel Request eForm.
  • Please note, hotels require a credit card authorization to be completed in order to pay for lodging without the physical credit card present. The traveler will need to provide this form for the analyst to complete for the travelers' card to not be charged. It is the traveler's responsibility to confirm with the hotel that the reservation is complete and will be charged to the UMB PCard on file with the hotel at least 5 business days prior to check-in.

Meals

  • Meals are reimbursed based on GSA Per Diem rates not including incidentals for the city of travel. GSA rates can be found here. Actual receipts are not required.
  • Per diem for the first and last Day of Travel are reimbursed at 75% of the daily rate.

Taxis, Ubers, Lyfts

Paid using personal funds. Receipts are required for reimbursement and must include the amount of the tip. Tips cannot exceed 20%.

Personal Vehicles

  • The use of a personal vehicle will be reimbursed at the Mileage rate in effect at the time of travel.
  • Mileage should be rounded to the nearest whole mile and substantiated with maps detailing mileage for both ways of the trip.
  • An employee's daily commute miles from home to the employee’s regular work location are not reimbursable. Commute miles must be subtracted from the total miles claimed, except when the trip begins and ends at the employee’s regularly scheduled telework worksite. For scheduled telework days where business travel occurs, provide an explanation in the comments box.

Parking

Paid using personal funds and itemized receipts are required. Employees will not be reimbursed for charges incurred for using University parking facilities located at their primary worksite.

Travel Expense Reimbursements

All allowable travel expense reimbursements must be submitted via the Travel Expense eForm (TE) within 60 days of the last day of the business travel.  Reimbursements submitted after 60 days of the last day of business travel are taxed per federal law.

Adequate documentation for travel expense payments must include:

  1. Reference to the approved Travel Request eForm (TR)
  2. Itemized receipts to support actual costs incurred and paid
  3. In extraordinary circumstances where an itemized receipt cannot be obtained, the traveler is required to complete a Missing Receipt Certification Form.

Facility, Space, and Equipment