Approval

Appropriate approval of Business Travel is required prior to commencement of the Business Travel as described in Financial Services Procedures on Business Travel.

FAQs & Scenarios Printable PDF

 

FAQs

1. When is a Travel Request Form (TR) required? ▾

Please see Table 1 to determine if your trip requires a TR.

Table 1:  When is a Travel Request Form Required?

Trip:

Employee

Nonemployee

In-State Day

NO

NO

Out-of-State Day

YES

NO

In-State Overnight

YES

NO

Out-of-State Overnight

YES

NO

International

YES

YES

Booked through UMB Travel Agency

YES

YES

Includes car rental

YES

YES

2. Can I use a TR for a trip that does not require a TR? ▾

  • Yes. For example, a department may choose to require non-employees to complete a TR for all types of trips.

3. What is considered “In-State,” “Out-of-State,” and “International”? ▾

  • In-State includes destinations in Maryland and Washington, D.C.
  • Out-of-State includes destinations in any state other than Maryland.
  • International includes any destination beyond the United States.

4. What is a blanket TR? ▾

  • A blanket TR covers a period of time for repetitious trips (i.e., recurring trips that are similar — traveler(s), point of origin, destination, purpose, mileage, and funding source do not change). The blanket TR must be renewed at the start of each fiscal year and may not cover a period exceeding 12 months. The funding source(s) listed on corresponding Travel Expense Forms must be included on the approved blanket TR.

     

5. I am an employee and I travel several times every month to Pennsylvania for clinical visits. Do I have to complete a TR for each trip? ▾

  • No, you can complete a blanket TR.

6. We have groups of students who travel out of state together. Some are employees and some are not. What should I do? ▾

  • Because some travelers are employees, we recommend that you complete a TR for all of the travelers for insurance purposes and for recordkeeping (i.e., the funding request will include estimated expenses for all of the travelers).

7. I am an employee planning a trip to New York, but the hosting organization is going to pay for my expenses. Do I need a TR? ▾

  • Yes. Employees still need a TR to document approved time away from their normal work site and to substantiate any insurance claims that might arise.

8. Does a non-employee need a TR if the non-employee’s employer is paying their share of the expenses? ▾

  • No. Non-employees whose costs are not expected to be paid by UMB are not required to complete a TR.

9. I don’t see my question here. Where can I get additional help? ▾

Scenarios

I. Charlie is an employee. He is planning a trip from Baltimore to Washington, D.C. He will leave Baltimore on Monday at 8 a.m. and return  Monday at 8 p.m. Charlie does not need a TR.   

II. Sally is an employee. She plans to travel from Baltimore to Washington, D.C. She will leave Baltimore on Tuesday and return Wednesday. Sally needs a TR. 

III. Joe works at the University of Maryland Medical Center and plans to travel with Sally to Washington, D.C.  Joe is a non-employee. Joe does not need a TR, but it is recommended that he complete a TR because he is traveling with Sally and the funding approver should be made aware of Joe’s costs.