The University of Baltimore procedures have been developed to help the traveler expedite
the process of traveling while addressing the policy set out by the University System
of Maryland (USM) Board of Regents Policy and Procedure VIII - 11.00.
301.0 VIII-11.00 - POLICY ON UNIVERSITY SYSTEM TRAVEL
If any issues contained in this procedure seem unclear, please contact the Office
of the Comptroller at extension 4852.
All travel is to be documented. Pre-approval is required for out-of-state travel.
Required approvals may vary according to the travel destination and sources of funds
as determined by each institution. For purposes of clarity, University System business
conducted in the "Washington D.C. Metropolitan Area"is classified as in-state travel.
Travelers and travel arrangers should ensure that all arrangements are reasonable
and appropriate and be alert to possibilities to obtain air, hotel and rental car
services at the discount rates available to the University System or institution.
Travelers are expected to make advance bookings, using the least expensive logical
fare via the most direct route(or other reasonable routing that results in a lower
fare) and are encouraged to purchase air and rail tickets and reserve in trip services
through the contract travel service vendors identified by each institution. Travelers
should consult institution procedures governing non-contract travel purchases in advance
of committing personal funds to determine if they will be reimbursable.In the event of changed plans, cancellation and other penalties will be paid by the
institution provided that the cancellation or change was made for the convenience
of the institution was necessitated by circumstances of an emergency nature affecting
the traveler, in accordance with policies or procedures established by the institution.
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 travelers 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.For domestic travel, meal expenses will normally be reimbursed on per diem rates for Standard and High-cost areas as those rates are established in Attachment VIII-11.10 to this policy.The Chancellor will identify the locations designated as high cost
and this information will be included in Attachment VIII-11.10. Foreign travel is reimbursed at actual cost with receipts or at the applicable U.S. Department
of State meal and incidental (M&IE) rate without receipts. The Board of Regents will
review the rates biennially.Travelers are not 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 M&IE 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 higher level of reimbursement and the
procedure for approval.Such transactions must be accompanied by receipts.If a conference provides meals (breakfast, lunch or dinner) you cannot seek reimbursement
for meals.If exceptional circumstances necessitate a high cost meal, reimbursement may be approved
"up to actual reasonable cost with detailed receipt," pursuant to limits imposed by
the unit, available funds and as determined by the approving authority.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.The State of Maryland requires individuals to use the least expensive daily parking
facilities available at the local airports while on business travel. Parking reimbursements
at airport facilities will be capped at the prevailing daily long-term garage rate.Institution funds may not be used for the purchase of alcoholic beverages or additional
flight insurance.Institutions should encourage the use of their credit card programs for the payment
of in-trip expenses such as hotels and car rentals.Institutions have the authority
to determine if special circumstances may warrant the issuance of travel advances,
if such funds are available.
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.Properly insured personal vehicles may be used for travel on institution business.The
use of a personal vehicle will be reimbursed at the rate established in Attachment VIII-11.10 to this policy when travel is in compliance with institution procedures.Where a car rental is deemed necessary, the institution expects the lease of the least
expensive car which will accommodate the trip's requirements. Travelers should take
advantage of University System, Federal and State Government, and institution vendor
discount rates which are available.Travelers should consult institution policies or procedures governing reimbursement
of Collision Damage Waiver (CDW) car rental insurance coverage.
When spouses travel with institution employees but are not themselves serving as agents
of the institution, travelers should be careful to maintain a record of individual
expenses. The institution will not reimburse any expenses incurred on behalf of the
spouse. Likewise, airfare or any other travel expense that is directly billed to
the institution should not include expenses for the spouse.
Institutions may establish appropriate criteria and authorization, and reimbursement
procedures for invitational travel, extended field and research trips, sponsored travel,
and authorized non-employee travel consistent with general University System and institution
policies.
The approved rates for hotels, meal expenses, mileage rate for the use of personal vehicles, the designation of high-cost locations for travel,
and other rates will be specified in Attachment VIII-11.10 to this policy.The Chancellor will review the information in as a minimum during the first quarter of the fiscal year and provide the institutions
with a current schedule of reimbursement rates Attachment VIII-11.10 to this policy. At the same time, a schedule of current rates with changes annotated will be provided
to the Chairperson of the Committee on Finance of the Board of Regents for information.
Each institution will publish clear and concise information on institution policy,
requirements, and procedures consistent with the System-wide travel policy.Where there
is cooperation between institutions in processing travel documents, consistent policies
will be established. Each institution should identify a Travel Coordinator to work
directly with travelers, the contract travel services, and other Travel Coordinators
at other institutions to secure the best possible travel service across the University
System. Routine procedures and posture toward the consideration of exceptions for
special circumstances as outlined in this document are the responsibility of the institution.
The University of Maryland has discount car rental rates with several companies. These
rates are also offered through the University of Maryland Travel Agents. University of Maryland identification numbers should be provided at the time reservations
are made (State Travel Agents: Globetrotter, Omega World Travel and Travel Leaders
Corporate will do this automatically).
University of Maryland Care Rental Discount Rate Information
