Contact information for Business/Travel related questions at CBL: email@example.com.
All employees who travel will need to set up a profile in Concur ( Set Up Traveler Profile training video) in order to travel and submit expenses for reimbursement/reallocation. After your profile is set up, add Trish Stebbing as a delegate for your account.
Local travel (Washington, D.C. Metropolitan Area) requires a submitted and approved Travel Request if it involves an overnight stay. A Travel Request should, however, always be made for insurance purposes only (IPO) even if you are not anticipating expenses/reimbursement. Out-of-state travel is always accompanied by a Travel Request.
Pre-Travel Instructions for completing:
University Travel Card
Those who have a travel card must reconcile via Concur within 30 days of travel. You will receive reminders once 30 days have passed and at day 90 the amount of your travel, if not reconciled via an expense statement, will be treated as income and you will be taxed accordingly. This is an IRS regulation that has not been enforced, but effective 1/1/2023 is now in effect.
Combining Business and Personal Travel (ex: extended stay, travel companions)
At the time of booking, prepare a Travel Request detailed itinerary with cost estimates as if the employee was traveling solo and exclusively for business for all travel expenses (business flight only, single occupancy lodging, etc.). This will enable the ease of separating expenses for reimbursement to the University.
Travel Dates: Arrival/Departure
For near destinations with multiple flight options, flying in/out on same day of business events may be reasonable.
For far destinations there may be more limited flight options and the traveler may need to arrive a day early / leave a day late.
Anything beyond a day early / late is to be considered personal travel and must be reimbursed to the University.
Travel Times and Meals
Itemized receipts are required for all reimbursable expenses including airfare, parking, rail/metro/bus ticket, car rental, ground transportation and tolls, lodging, conference/event registration, and rental vehicle fuel.
At the end of your hotel stay, check out at the front desk and request a detailed receipt. If a traveler orders room service for a meal during travel status, the meal must be deducted from the room total and a per diem claimed to cover the cost. If the cost of the room service meal exceeds the per diem and the room is paid via Tcard, the additional cost will be payroll deducted. If the cost is to be reimbursed, the traveler may only be reimbursed at the per diem rate.
Receipts are used to verify that the travel purchases were used for the approved traveler, dates, and location. Receipts also document the actual cost and payment of each expense.
If a receipt is unobtainable or lost, the traveler must submit a written statement detailing the expense and why no receipt is provided.
For hosted meals, you must provide:
An itemized receipt that does not include or has subtracted any alcohol costs (under no circumstances is alcohol reimbursed by UMCES)
A statement of the purpose of the meal
A list of attendees
If you request reimbursement above the UMCES per diem rates, you must provide an itemized receipt and a justification (i.e., dietary restrictions) for review and approval.
Travelers are expected to book the lowest, logical fare considering time and cost
The purchase of First-Class airfare is not permitted.
The purchase of premium seating (includes all types of premium seating including Comfort Class, Business Class, Coach Plus, etc) is allowable under the following circumstances, with pre-approval:
Flight change/cancellation fees are the responsibility of the traveler, except in emergency situations and/or for the convenience of the University. For example: network outage, weather, leadership decision.
EarlyBird Check-in as an add on to Regular-Class airfare is permissible.
Costs associated with seat assignment changes and upgrades above the original purchased ticket are the responsibility of the traveler and must be reimbursed to CBL.
Wi-fi access is permissible when for University business.
Baggage fees are permissible with detailed receipt and boarding pass provided by the traveler.
Traveler should use the most economical airport parking which is appropriate to the travel and whenever possible long-term parking should be utilized.
Please refrain from parking in hourly lots for all trips.
Mileage is measured from the closer of the duty station or point of departure to the airport for travel on days during the employee's normal work schedule.
For travel on days that are not part of the employee's normal work schedule, actual airport mileage is reimbursable.
Home to Airport: 30 miles
Home to CBL: 10 miles
Reimbursement on Duty Day: 20 miles
Reimbursement on non-Duty Day day: 30 miles
This also applies to local travel
If mileage is less than if the employee would be coming into work, they may not claim mileage reimbursement.
If the traveler is dropped off at and picked up from the airport, one-way mileage should be used and not two round-trips.
Mileage is only reimbursable when the traveler’s privately owned vehicle (POV) is used.
Mileage reimbursement is based on the current State of Maryland mileage reimbursement rate.
When signing the rental agreement, the renter must include his/her name, UMCES, and State of Maryland.
The State of Maryland is self-insured, Collision Damage Waivers (CDW) and Loss Damage Waivers (LDW) are not reimbursable when traveling domestically.
If the need for a rental car is restricted to travel to/from the airport, utilize a taxi or car service available. When a vehicle is needed for business purposes daily, rent a car.
CDW/LDW is reimbursable for international rentals, outside the 50 United States. Travelers are advised to use the available car rental contracts listed on the Travel Discounts page.
For meals, tips are included in your per diem amounts so please consider this when making meal selections.
For taxis, the maximum tip that would be reimbursed is 20% of the fare.
If a Travel Request is already approved but a change occurs (e.g. a flight got rescheduled, an extra taxi ride was taken) how do we make adjustments?
Information about trip cancellation is included on our Travel Procedures page