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Policy 380.10 - Travel Policy

	This	Replaces
File:	380.10	380.10
Date:	2/24/06	7/1/03

ORIGINATOR: Associate Vice President, Finance

SUBJECT: Travel Policy

1. Definitions

1. In-State Travel is defined a

Travel within the State of Maryland or within the Washington, DC Metropolitan Area and not including an overnight stay.

2. Out-of-State Travel is defined as:

Travel to destinations that are outside the State of Maryland and/or Metropolitan Washington, DC; or

Travel that requires an overnight stay, even if the overnight location is within the State of Maryland or Metropolitan Washington, DC.

2. Approval

Travelers must obtain written approval from their supervisor for out-of-state travel prior to initiating travel arrangements or commencing the travel. Approval is necessary for out-of-state travel even if there is no cost to UMUC. The UMUC Travel Form is to be utilized to obtain this approval. The purpose of the travel, regardless if in-state or out-of-state, must be clearly identified on the UMUC Travel Form for out-of-state travel and on the Expense Reimbursement Form for all travel.

3. Reservations and Ticketing

1. Travelers must use the UMUC designated travel agency/coordinator for reservations and ticketing such as hotels, air, train tickets and auto rentals. Travelers and the designated travel agency/coordinator must ensure that all arrangements are at the least expensive logical fare for the service using the most direct route (or other reasonable routing that results in a lower fare). Travelers are expected to make advance bookings and request governmental/educational discounts. Travelers must take advantage of "back-to-back" airfares to get the best possible rate whenever possible

2. If travel plans change, UMUC will pay cancellation penalties provided that the change was made for the convenience of UMUC or necessitated by emergency circumstances. Some airlines will refund purchase price of "non refundable" tickets if the change resulted from an emergency situation. The employee (or unit) should contact the travel agency/ coordinator to pursue possibility of refunds resulting from an emergency situation.

4. Lodging Reimbursement

The cost of lodging will be reimbursed on the basis of receipts at the single room rate. When choice of lodging facilities is available, the traveler is expected to select a moderately priced hotel. Moderately priced lodgings include Ramada Inn, Fairfield Inn, and Hampton Inn.

5. Meal Reimbursement

1. Domestic Travel

1. The traveler will be reimbursed at the per diem rates established by the Board of Regents. A partial day's travel is eligible for the appropriate meal(s) consumed when the travel time encompasses four hours and the traveler is away from home or place of work two hours before and two hours after the meal. The travel must begin prior to 6 a.m. for breakfast or prior to 10 a.m. for lunch, and it must end after 8 p.m. for dinner.

2. With receipts, the out-of-state traveler may claim reimbursement above the standard per diem rates when circumstances necessitate high cost meals. The traveler may be reimbursed up to actual cost with detailed receipts, when approved by the supervisor as reasonable and necessary. In no case will the amount reimbursed exceed $50 per day.

3. The traveler cannot claim the per diem reimbursement for meals that are included in other travel arrangements such as meals in flight or meals included in the conference registration fee.

4. The traveler will be reimbursed for the actual cost of a business related meal incurred on behalf of a non-state employee. The traveler's meal will be reimbursed in accordance with this travel policy.

5. The traveler will not be reimbursed for alcoholic beverages.

2. International Travel

1. The traveler will be reimbursed at actual cost with receipts or at the applicable U.S. Department of State meal and incidental (M&IE) rate without receipts, in accordance with the USM policy.

6. Vehicles
1. UMUC Fleet Vehicles

1. The traveler must use a UMUC fleet vehicle whenever possible.

2. Whenever possible, the traveler must verify with the UMUC fleet manager the availability of fleet vehicles prior to renting a car.

2. Personal Vehicles

1. All personal vehicles must be properly insured.

2. Mileage will be reimbursed at the Board of Regents' approved rate for miles driven which exceed the normal daily commute miles. Mileage must be calculated using the most direct route. Commuting mileage to the normal work site is not reimbursable. No mileage will be reimbursed for travel less than five miles one way if origination or destination is a local University of Maryland System site.

3. Multiple travelers to one destination should carpool whenever feasible.

4. Traveler should verify that personal vehicle usage is the most economical mode of transportation.

3. Car Rentals

1. The Traveler is expected to rent the least expensive car that will accommodate the trip's requirements.

2. Rentals should be arranged through the UMUC designated travel agency/coordinator.

3. Multiple travelers to one location should carpool whenever feasible.

4. The traveler should not purchase additional insurance for a car rental within the U.S. Insurance is provided by the State.

5. The traveler will be reimbursed for gas purchased at a gas station with receipts. If feasible, the traveler should fill the gasoline tank at a gas station prior to returning the car to the rental agency.

7. Travel with Spouses

Expenses incurred by spouses traveling in an unofficial capacity are not reimbursable.

8.  Miscellaneous Expenses

1. Parking Fees - Receipts should be requested for reimbursement of garage or lot parking. Travelers to airports should take advantage of long term parking lots whenever available.

2. Taxi/Shuttle Service Receipts should be requested for reimbursement of taxi and airport shuttle service.

3. Telephone Calls - Business related telephone calls will be reimbursed.

4. Laundry - The cost of laundry, cleaning and pressing is reimbursable with receipts.

5. Gratuities - Moderate gratuities will be allowed for baggage and/or when the traveler is transporting UMUC materials.

9. Documentation required for Travel:

1. Airline/Rail Boarding Pass or detailed receipt;

2. Hotel itemized invoice/receipt

3. Car Rental Itemized Receipt; itemized gas station receipt if filled prior to returning car to rental agency

4. Meal–Itemized Receipt if asking for reimbursement of actual expenses

5. Registration Form with confirmation of registration

6. Parking Fees - Receipts should be requested for reimbursement of garage or lot parking.

7. Taxi/Shuttle Service Receipts

8. Telephone Calls - Business related telephone calls will be reimbursed; itemized invoice from hotel or phone provider required.

9. Laundry - The cost of laundry, cleaning and pressing is reimbursable with receipts.

10. Policy Exceptions

1. The respective Member of the Executive Committee must approve exceptions to this Policy resulting in a claim larger than $500. The Associate Vice President, Finance, may approve all other exceptions.