Hotel, Meal, Vehicle Use and Other Expenses
The cost of hotel accommodations will be reimbursed on the basis of receipts. Any overage above the single room rate, which is a result of non-official traveler utilizing the accommodations, will be the personal financial responsibility of the traveler. Institutions are responsible for procedures to establish that the room rate reimbursed is appropriate.
Domestic travel, meal expenses will normally be reimbursed on per diem rates for Standard and High-cost areas. Foreign travel is reimbursed at actual cost with receipts or the applicable U.S. Department of State meal and incidental rate without receipts. The Board of Regents will review the rates biennially.
Travelers are required to provide individual meal receipts or to show a per meal breakdown for daily travel using the Standard and High-cost rates for domestic travel or the U.S. Department of State rate. A partial day’s travel is eligible for the appropriate meal (s) consumed when travel time encompasses a period of two hours before and two hours after that (those) meal (s). Institutions have the authority to determine which circumstances may warrant a high level of reimbursement and the procedure for approval. Such transactions must be accompanied by receipts.
Use of State Owned Vehicle
State (i.e. institution – and System – owned) vehicles may be driven only by University System officers and authorized institution and System personnel and only when acting within the scope of their public duties. Students for whom the State Treasurer has issued an insurance certificate are considered authorized personnel for this purpose. A volunteer may be considered authorized personnel only when he or she is engaged in providing a service to the institution, is not paid by the institution, and is providing the service as part of a formal volunteer program.
Any person driving a State-owned vehicle must have a valid driver’s license, comply with all traffic laws, and obtain approval as required by University of Maryland System, or institution policies and procedures.
Where a car rental is deemed necessary, the institution expects the lease of the least expensive care which will accommodate the trip's requirements. Travelers should take advantage of University System, Federal and State Government, and institution discount rates which are available.Travelers should take advantage of University System, Federal and State Government, and institution discount rates which are available.
Reimbursement of Miscellaneous Expenses
Reimbursement of miscellaneous expenses such as telephone calls, laundry/valet, parking fees, and the like are reimbursable. Institution policies and procedures will define reimbursable miscellaneous expenses and specify receipt requirements.
** Travelers should consult institution policies or procedures governing reimbursement of Collision Damage Waiver (CDW) car rental insurance coverage.
***All vendor invoices are to be submitted to the Accounts Payable office
for payment at least ten (10) business days before the due date and no
later than 20 days of issuance. All Travel and Other Employee
reimbursement requests must be submitted within 60 days of the end of
the travel date and/or event. Vendor invoices and Employee Reimbursement
requests that are submitted after the established guideline dates, must
be submitted to the Accounts Payable office with a written explanation
of the delay and pre-approval by the Office of the Provost and/or the
Office of Administration and Finance