university of maryland baltimore travel policy

• Travel Services - Concur

UMD Travel Policies, Procedures, and Guidance

For answers to most questions, see the Concur Help Center . 

USM and UMD Travel and Hosting Policies

• USM Travel Policy
• UMD Hosting and Business Meals Policy

UMD Business Travel During COVID-19, Spring Semester 2022

• Current travel guidance for University Business Travel is available at COVID-19 Information for UMD
• No changes are being made to international travel restrictions at this time; the CDC says that "international travel poses additional risks and even fully vaccinated travelers are at increased risk for getting and possibly spreading new COVID-19 variants."

UMD Travel Procedures

For a full breakdown of UMD's Travel Procedures, see this page .

Personal Vehicle Use

Travel by road in a personal vehicle may be appropriate for UMD business travelers  to save time, transport equipment and/or reduce costs. Travelers and approvers are expected to evaluate the cost of reimbursed vehicle mileage compared to other means of travel (air/rail) and choose the most economical means of travel.

When using Federal funds, mileage reimbursement may not exceed the maximum allowable rate for Federally sponsored programs, and is limited to the equivalent cost of standard coach airfare

Mileage is calculated from the traveler's official work location (or from their home) to their business destination, including airports, train stations, and lodging locations. The traveler must claim mileage for the actual departure location used for the trip, i.e., if the traveler leaves from home and it is closer to the destination, they may not claim mileage from their work location to maximize their reimbursement

Tolls and reasonable parking charges will be reimbursed.  Tcard may be used for parking charges associated with business travel.  The receipt will be required for expense reporting

Fuel costs are included in the per-mile reimbursement rate and are not reimbursable as a separate expense. Cost of fuel is only reimbursable for university vehicles or rental vehicles

When a personal vehicle is used on university business UMD does not assume liability for damage, deductible or any other insured loss; liability insurance protection will be provided as additional coverage only after the private owner’s personal liability insurance limits have been are exhausted

Cost of repairs to a vehicle, whether or not they result from the traveler’s actions, are not reimbursable

Under no circumstances will the University reimburse parking fines or moving violations.

Commuter travel is not reimbursable

Meal Expenses

• Meals are expensed based on the Federal Per Diem Schedule  
• The Federal Per Diem schedule is loaded into Concur
• Dates of travel to and from the destination are allowable on a 75% basis of the daily per diem
• Travelers may charge meals to their Tcards and the charges will be reconciled to the Federal Per Diem for the destination location
• If a meal charged to the Tcard exceeds the allowable per diem amount, the traveler is required to reimburse the university for the difference

Group Travel

University Group Travel is defined as pre-approved travel arranged by the University for a group of several individuals to accomplish a specific common University purpose.  Group travel may or may not be related to a University hosted event.

• Group travel for fewer than 10 people may be booked electronically using Concur
• For groups larger than 10 people campus departments are to contact the CTP Group Travel desk at [email protected]
• Any Group Travel agreements must be routed to Travel Services for review and signature 

Student Travel

Undergraduate and graduate students sometimes travel on behalf of UMD.  Most commonly, they travel  as part of a group with a faculty member or to a conference on behalf of UMD. See the Student Travel Request job aid and Student Travel Expense Report Guidance in the Concur Help Center .

Please direct additional questions to Travel & Card Services at 301-405-0607 or [email protected] .  

Event Planning and Related Contracts

• UMD Conference and Visitors Services
• CTP at [email protected]
• All event agreements must be routed to Travel Services for review and signature  
• Costs for food and beverage for hosted and group events must be in accordance with UMD Hosting Policy .
• Campus units are required to retain all receipts associated with group events, along with a full roster of event/group attendees.

Visitors, Guests, Hosting

• All visitor and guest travel must be compliant with the UMD Hosting Policy
• UMD paid guest travel must comply with the USM Travel Policy and all UMD Travel Procedures
• It is the responsibility of the hosting or sponsoring department to inform the visitor or guest of the UMD policies and procedures for travel and hosting
• UMD is under no obligation to reimburse extraordinary expenses guests or visitors may want to pass along to UMD (e.g. first class air travel, staying at high cost hotels for the area, pet boarding or child care related expenses incurred during travel, travel insurance) 

Guest Travel Reimbursements

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UMBC Travel Policy

Travel Rates FY24 as of 1/1/2024

Travel System Documentation

Travel Reimbursement Reference Sheet

Things to Consider Before and During UMBC Travel

Travel Pre-Approval Process-for GSA Grant Applications 6/15/2022

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301.0 VIII-11.00 - POLICY ON UNIVERSITY SYSTEM TRAVEL (Approved by the Board of Regents, February 28, 1992) The University of Maryland System's travel policies are intended to facilitate travel and travel arrangements; to provide full reimbursement for all necessary expenses; and to protect travelers against the risk of loss, while simultaneously maintaining the necessary controls for accountability. 1. TRAVEL APPROVAL 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. 2. RESERVATIONS AND TICKETING 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 or was necessitated by circumstances of an emergency nature affecting the traveler, in accordance with policies or procedures established by the institution. 3. HOTEL, MEAL, AND OTHER EXPENSE REIMBURSEMENT 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. 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. 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. 4. USE OF INSTITUTION AND PERSONAL VEHICLES 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. 5. TRAVEL WITH SPOUSES 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. 6. INVITATIONAL, EXTENDED TRAVEL, AND OTHER SPECIAL CIRCUMSTANCES 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. 7. HOTEL, MEAL, MILEAGE RATE AND OTHER SPECIFIC REIMBURSEMENT 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 Attachment VIII-11.10 as a minimum during the first quarter of the fiscal year and provide the institutions with a current schedule of reimbursement rates. 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. 8. INSTITUTION AUTHORITY AND RESPONSIBILITY 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. Replacement for: BOR VI - 27:00

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Per Diem Rates

Meals FY 2022

(Per USM policy VIII - 11.10 Schedule of Reimbursement Rates standard

per diem rates for domestic travel have not changed since September 1, 2019)

Meals FY 2023 

Per Diem Guidelines:

• If it is your intention to be reimbursed for meals, please complete the bottom portion of the expense account form to include the specific date, day and time that your travel began and ended. Also, include the territory covered.
•  If  a conference provides meals (breakfast, lunch or dinner) you cannot seek reimbursement for meals.                    
• Breakfast can only be reimbursed as long as the individual’s trip began two or more hours prior to his or her normal work start time.  
• Dinner is only reimbursable as long as the trip stop time falls two hours or more after an employee’s normal work stop time.
• 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.

**Important Note: If the amount of the original travel reimbursement submitted for processing is amended, the P.O. must be updated and re-received to reflect the new amount.

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UMBF Policies and Procedures

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The UMB Foundation 220 Arch St., 13th Floor Baltimore, MD 21201

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Kate Ostrowski

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UMBF is a 501(c)(3) public charity established to receive, manage, and invest private gifts and/or property on behalf of and for the benefit of the University of Maryland, Baltimore (UMB); facilitate fundraising programs; and engage in other activities to advance the educational, clinical, and service missions of UMB.

The University of Maryland Baltimore Foundation, Inc.’s Policies and Procedures library are outlined below as a guideline for individuals with regular business with the Foundation. They were constructed to be alignment with the University of Maryland, Baltimore as appropriate and the University System of Maryland (USM) Policy on Affiliated Philanthropic Support Foundations.

For questions regarding Foundation accounts, endowments, or disbursement requests, please contact [email protected] ; for questions regarding incoming philanthropic donations or gift processing [email protected] .

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• Apply for the REFI / IBBR Spring 2024 Travel...

Apply for the REFI / IBBR Spring 2024 Travel Fellowship

• Travel Fellowship
• Fischell Institute
• Spring 2024

The University of Maryland's Robert E. Fischell Institute for Biomedical Devices and the Institute for Bioscience and Biotechnology (IBBR) have opened their application for their joint travel fellowship. 

The deadline for  applications  is May 1, 2024 at 11:59 p.m. 

The goal of this program is to support the success of scholars whose projects align with the shared missions of the Fischell Institute and IBBR toward the translation of basic scientific and engineering research into innovative solutions to biomedical challenges. This fellowship is available to graduate students and postdoctoral researchers working with REFI / IBBR mentors.

The semi-annual fellowship will provide up to $3,000 toward: fees and travel expenses to present at scientific/engineering conferences and attend relevant professional development workshops.

The candidate’s application will be reviewed and evaluated for its alignment with the IBBR and REFI missions and potential to enhance the applicant’s education. Applications will be evaluated by the award committee and awarded within four weeks. Generally, one fellowship will be awarded during each cycle. An individual may receive the fellowship twice during their tenure with the Fischell Institute/IBBR, but not in consecutive cycles.

Published April 17, 2024

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Check out the new umbf policies and procedures library.

The new University of Maryland Baltimore Foundation, Inc.’s Policies and Procedures library provides helpful guidelines for individuals with regular business with the foundation. There's a search option and all the sub-categories are listed on the left-side navigation bar. You'll find important reference policies such as gift acceptance guidelines, foundation account administration, regulations on disbursements, and details on endowments.

Please bookmark the website and feel free to contact [email protected] for any foundation-related inquiries. 

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Politics | The Sun, FOX45, UB to host US Senate Democratic primary election forum Friday

With less than one month to primary election day, The Baltimore Sun will host a live U.S. Senate Democratic primary forum Friday in partnership with WBFF FOX45 and the University of Baltimore’s Schaefer Center for Public Policy.

Candidates U.S. Rep. David Trone and Prince George’s County Executive Angela Alsobrooks have confirmed they will participate.

A new poll from The Sun, FOX45 and UB’s Schaefer Center, conducted April 7-10, showed the multimillionaire Trone leading two-term Prince George’s County Executive Alsobrooks by 19 percentage points among a sample of likely Democratic primary voters.

The poll’s sample of likely Republican voters showed former Gov. Larry Hogan with an overwhelming advantage in the GOP field for the May 14 primary, while the nearly 1,300 likely general election voters polled statewide favored Hogan over either Trone or Alsobrooks.

FOX45 anchor Kai Jackson will moderate the Alsobrooks-Trone forum at the station’s studio. Sun national politics reporter Jeff Barker, FOX45 political reporter Mikenzie Frost and Dean Roger Hartley of UB’s College of Public Affairs will serve as panelists.

The forum will be shown live Friday on FOX45 and WJLA 24/7 from 8 p.m. to 9 p.m. and streamed live at baltimoresun.com , foxbaltimore.com and ubalt.edu. Also, the forum will air Saturday on FOX45 at 2 p.m., on WNUV-TV at 4 p.m., and on WJLA-TV in Washington from 11:35 p.m. to 12:35 a.m.

After the broadcast, the forum will be available online at baltimoresun.com, ubalt.edu and foxbaltimore.com.

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Maryland U.S. Senate candidates Angela Alsobrooks and David Trone participate in a forum starting at 8 p.m.

FOX45 News to host Senate Forum

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Fox45 News, the Baltimore Sun, and the University of Baltimore Schaefer Center for Public Policy are coming together to host a Maryland U.S. Senate Candidate Forum on Friday, April 19th.

Both democratic candidates, Prince George’s County Executive Angela Alsobrooks, and Congressman from the 5th District David Trone will participate.

In preparing for this forum, both campaigns agreed to no opening statements, and questions pertaining to the topics of the economy, budget, foreign affairs, crime and law enforcement, education, and reproductive rights.

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All questions will be directed to both candidates, and they will have one minute to answer, and then 30 seconds for rebuttal.

A coin flip determined who gets the first question and who goes first in closing statements.

A panel will ask candidates questions.

That panel will be made up of Fox45’s Mikenzie Frost, the Baltimore Sun’s Jeff Barker, and the University of Baltimore Schaefer Center’s Dean Roger Hartley.

Jay Timmons, president and CEO of the National Association of Manufacturers, and Valerie Sheares Ashby, president of the University of Maryland, Baltimore County, join Washington Post Live to assess the state of manufacturing, the workforce required to sustain its growth and how manufacturing can play a role in decarbonizing the economy. Conversation recorded on Wednesday, April 17, 2024.

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