Travel Type

Domestic Travel

Domestic travel requires pre-approval for travel which includes an overnight stay, regardless of whether the destination is in-state. All travel is to be documented.

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.

To get started:

Fill out and submit a travel approval form.
Once submitted, the form will go through an approval process that takes at least 2 business days.
You will receive an email confirmation that it was approved or rejected. You must have approval before traveling.

University System business conducted in the "Washington, D.C. Metropolitan Area" is classified as in-state travel.
Be prepared to collect all receipts while on travel. Upon request, taxi providers, toll & parking attendants, as well as others will generate receipts for you.
The University will not reimburse travel booked through Travelocity, Expedia, Orbitz, etc. as they do not provide an itemized invoice.

International Travel

The University of Maryland strongly encourages international travelers to enroll in the Smart Traveler Enrollment Program (STEP), a free service of the U.S. Department of State that allows U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate. Enrollment in STEP allows travelers to receive information about safety conditions in their destination country and facilitates contact with the U.S. Embassy and family/friends in an emergency.

It is the traveler's personal responsibility to ensure that travel documents are current and to comply with U.S. and destination country requirements at the time of travel. Requirements for non-U.S. citizens may differ; therefore, travelers must determine the travel document requirements that are applicable to their situation.

U.S. export control laws restrict carrying certain research equipment and certain proprietary technical information (for example, on hard drives) to specified foreign locations. U.S. export laws also restrict travel to sanctioned countries. Before visiting a sanctioned country or carrying research equipment or proprietary technical information to any foreign location, it is important to understand whether any export restrictions apply. Visit the Export Compliance Office website, email export@umd.edu, or call 301.405.4212 for more information.

To get started:

Fill out and submit a travel approval form.
Once submitted, the form will go through an approval process that takes at least 2 business days.
You will receive an email confirmation that it was approved or rejected. You must have approval before continuing to Step 4.
Print out the following:
A filled out copy of this form.
A copy of your approved travel approval form.
Bring both to the Business Office.
Await approval before traveling.

Be prepared to collect all receipts while on travel. Upon request, taxi providers, toll & parking attendants, as well as others will generate receipts for you.
The University will not reimburse travel booked through Travelocity, Expedia, Orbitz, etc. as they do not provide an itemized invoice.

Personal Travel

If you are combining personal and business travel which requires a change in travel dates or locations ( you are extending your trip or returning from a different airport ), you need to obtain, in writing, how much the business travel portion airfare would cost at the time you make your reservation.

In addition, the University only reimburses for single occupancy lodging. If you are traveling with non-business travelers and the lodging expense is greater due to multiple occupants, you will only be reimbursed the single occupancy rate. If there is no difference between single and multiple occupancy rates, you need to provide documentation to verify this.

If personal travel results in an additional airfare expense, you will be obligated to reimburse the University.
It is very important that you obtain a cost comparison at the time you make your travel arrangements since it is impossible to obtain after travel has occurred since airfare fluctuates daily.

Airfare

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 itemized invoice that details supplier name and address, flights used, price paid, and form of payment receipt.

We encourage you to use one of our contracted travel agencies listed below. The contracted travel agencies are familiar with University policies concerning travel (such as the Fly America Act) and are able to provide us with the necessary detailed receipts.

Plan ahead to qualify for discount fares and avoid full coach fares.
The University will not reimburse travelers for airline tickets that had no cost, such as "free" tickets earned on frequent flyer or other incentive programs.

University Contract Travel Agencies

GlobeTrotter Travel Management Services
Omega World Travel
Travel Leaders Corporate UMD

Additional Information can be found here.

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 Leaders Corporate, 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.

University travel arrangers and travelers securing lodging in Maryland and Washington, DC should advise the hotel that the University of Maryland is exempt from sales and use tax in these areas. Travelers should verify that sales and use tax is not charged to their final bill at checkout. The University of Maryland State of Maryland tax exempt number is printed on the University Travel Card. For additional information, contact the University contract travel agencies for hotel reservations. The State of Maryland Tax Exemption Certificate and the District of Columbia Tax Exemption Notice, are available on the Procurement and Business Services Website.

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.

University Contract Travel Agencies

GlobeTrotter Travel Management Services
Omega World Travel
Travel Leaders Corporate UMD

Additional Information can be found here.

Privately Owned Vehicles (POV)

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.

Vehicle Rentals

If you plan on renting a vehicle and are staying at or near the conference or meeting venue please contact the Business Office prior to travel, as it must be deemed necessary in order for the vehicle to be reimbursed.

Note

GPS devices are not reimbursable when renting a car.
Since the University is self insured, we do not reimburse for additional car rental insurance coverage for U.S. travel. If you are traveling internationally or the travel involves a visitor, this does not apply.
When signing the rental car agreement, you must include the University of Maryland and the State of Maryland on the document for coverage to be effective.
The University maintains a fleet system of vehicles under Motor Transportation Services. If you’re traveling locally, you may want to look into this option.

Campus Travel Services provides travel policy clarification, information about service providers and discounts, expense reconciliation processing, and facilitation of travel procurement. Additional Information on University travel & policies can be found on the University of Maryland’s Book Travel website.
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