Travel Approval Request (TAR)

If you have not filed a TAR/TES before, you need to request access from cbl-businessoffice@umces.edu before a submission can be made.

A Travel Approval Request (TAR) is needed prior to university travel. The responsibilities of the traveler and business office personnel are outlined in the process below. TAR totals are an estimate of what the traveler's total costs will be. Actual costs may be more or less once the travel is complete.

        • A TAR is not required for local travel (DC Metropolitan area) unless it involves an overnight stay.

        • You should consider submitting a TAR "For Insurance Purposes Only" even if you are not going to claim reimbursement from UMCES (e.g., your travel is being covered by someone else). This will formalize insurance coverage.

        • Travelers should work with the Business Office on travel arrangements, including allowable departure and return dates, ensuring reasonable and appropriate rates taking advantage of discounts (see website for discounts with suppliers such as Amtrak, car rental agencies, etc.)

          • Airfare should utilize the least expensive logical fare via the most direct route.

          • If traveling using an authorized travel agency, the traveler should coordinate with the agency directly.

        • Travelers should work with the Business Office on all bookings to minimize large reimbursements; our default is to book early and pre-pay as many expenses as possible!

TAR Overview:

          1. Traveler completes a TAR via the ELF system and routes the form to Trish Stebbing (prior to the anticipated start date of travel). The TAR should include all costs associated with the trip (including conference fees)

          2. The TAR is reviewed and approved by the Business Manager (Monica Jones for the time being); If the travel is foreign, the TAR will be routed to ORAA for final approval. The traveler will receive an email notification of approval

          3. After TAR approval, the traveler can begin working with the Business Office to secure lodging, flights, conference registrations, etc.

          4. Conference registration deadlines should be planned accordingly when entering your TAR to ensure that the Business Office has enough time to review prior to securing your slot.

TAR Process:

See Travel Services - Travel Forms Guide

TAR (Travel Approval Request)

1. Log into ARES

2. Electronic Forms

3. Access My Forms

4. New Form

5. Travel Approval Request (TAR) -- CES

Go in order, do not skip tabs, fill out all * areas

Traveler Tab

1. Select whether the TAR is for a Group. If not, leave "no" selected.

2. Department – Type in Chesapeake Biological Lab and our unit should appear for selection

3. Press the + sign at the bottom left corner of the Traveler Information section. Enter Traveler Name & SSN# (SSN# is required for reimbursement purposes, if you are completing a TAR for insurance purposes only, you may leave this out). If you're anticipating reimbursement, be sure to select "Will Traveler Be Reimbursed".

3. TAR Contact Name – Person Preparing TAR (name, email, phone number)

4. Travel Agency - Select (Must choose none if you're not using one)

5. Dates of Travel

6. Origin Code (Airline - enter the airport codes you will be traveling to/from) (Driving enter ***) (Train enter ###)

7. Destination Code (Airline - enter the airport codes you will be traveling to/from) (Driving enter ***) (Train enter ###)

8. Country Information - If traveling outside of the United States, press the + at the bottom left corner of the Country Information section and select the country you will be traveling to and for what dates. You may enter multiple countries if necessary. Just be sure your dates within the country are accurate according to your travel plans.

Travel Tab

1. Trip Purpose - Mention who you are, where and why you're traveling, and for what dates. If this is for IPO, list that here.

2. Confirmation Statement (must be checked) for the University of Maryland Travel Policy

3. Confirm “Fly America” only if your TAR pertains to travel by airline.

Meal Detail Tab

1. Meal Allowance Detail – Review the auto-populated meals listed for reimbursement. If all is correct, check the "Confirm Meal Details" tab and move to the next tab.

2. If you need to modify which meals you anticipate claiming reimbursement for, click the row you need to modify and then the "edit - pencil icon" at the bottom left corner of the Meal Details section. Update your meals accordingly. NOTE: If you are claiming no meals, you can simply hit the "Zero Out Grid" button at the bottom right corner. This also applies to TARs for IPO.

3. Last step - check the box "Confirm Meal Details"

Costs Tab

1. KFS# - Enter valid account number

KFS Account Numbers:

State Accounts:

Add a “1” to the front of the 5-digit account number and a “0” at the end

Revolving Accounts:

Add a “2” to the front of the 5-digit account number and a “0” at the end

Grant Accounts:

Add a “4” to any 5-digit grant number beginning with a “3” (state, local, private) and a “0” at the end

Add a “5” to any 5-digit grant number beginning with a “2” (federal) and a “0” at the end

All TAR’s for insurance purposes only (IPO) should use account: 1335100

The chart number should always be 07 for UMCES accounts

2. Object Code - Select from drop-down menu

3. TAR totals are an estimate of what the traveler's total costs will be. Actual costs may be more or less once the travel is complete. Estimate Travel Costs for all expected reimbursable expenses. Be sure to use updated mileage rates to calculate total personal car mileage costs.


Comments Tab

          1. Complete as needed (i.e. IPO only, Travel is being covered by Sponsor, GEC Award Recipient, funding source distribution if multiple accounts, etc.)

Form Complete

          1. Check for errors - click the button at top of the page in the gray section labeled "Check"

          2. At the top of the page (in the gray section) modify the description by clicking the red arrow that says "Change" to: TAR CBL – Traveler’s Name, Dates of Travel (i.e. TAR CBL - Thomas Miller 3/1/19 - 3/5/19) Note: Put (IPO) in the description is TAR is for IPO.

          3. Modify Send to (in the gray section):

              • Click Change

              • Click Add Addressee

              • Search for Trish’s information - Last Name: Stebbing, First Name: Tr

              • Once her name populates, select “Add this user”

              • Click OK

4. Once the addressee's name appears in the Send To area, Select Send at the top left corner of the page (Green traffic light)