Policy 380.10 - Policy on University Travel


This Replaces
File: 380.10 380.10
Date: 7/25/12 6/4/12

ORIGINATOR: Business Officer

SUBJECT: Policy on University Travel

  1. Introduction
    This UMUC Travel Policy provides UMUC's travel and reimbursement policy and procedures to be followed when UMUC faculty and staff travel for the purpose of engaging in official UMUC business. This Policy incorporates the University System of Maryland (USM) Travel Policy VIII-11.00 and includes a link to Policy Attachment 11.10, Schedule of Reimbursement Rates.
  2. Policy
    UMUC will only pay for and reimburse Travelers (as defined below) for travel on UMUC matters ("UMUC Travel") when the procedures outlined below for each UMUC division are followed. The President, Provost and Chief Academic Officer, Chief Business Officer, Senior Vice President of Overseas Operations, or Senior Vice President of Partnerships, Marketing, and Enrollment Management can elect to make exceptions to the policies outlined on an as-needed basis.
  3. Definitions
    1. Traveler is defined as a UMUC faculty or staff member who is traveling to engage in official UMUC business. The President, Provost and Chief Academic Officer, Chief Business Officer, Senior Vice President of Overseas Operations, and Senior Vice President of Partnerships, Marketing, and Enrollment Management have the authority to designate non-UMUC faculty and staff as a Traveler within the meaning of this Policy.
    2. Local Travel
      1. UMUC Stateside: Stateside Local Travel is defined as in-state travel. Stateside Local Travel includes travel throughout the State of Maryland as well as within the Washington, D.C., metropolitan area (for example, D.C., Alexandria, Reston and Fairfax, VA). It does not include an overnight stay.
      2. UMUC Overseas Divisions: Overseas Local Travel is defined as travel which does not include an overnight stay.
    3. Non-Local Travel
      1. UMUC Stateside: Non-Local Travel is defined as all out-of-state travel and any in-state travel which includes an overnight stay. (See B.1. above for the definition of in-state travel.)
      2. UMUC Overseas Divisions: Non-Local Travel is defined as travel which includes an overnight stay within the geographical areas applicable to the Division.
    4. International Travel
      1. UMUC Stateside: International Travel is defined as travel outside of the United States.
      2. UMUC Overseas Divisions: International Travel is defined as travel to a location outside the geographical areas applicable to the Division.
    5. Overseas Faculty Travel for Teaching Purposes
      1. Travel outside Division sites to an Overseas teaching/working location is defined as overseas Travel.
      2. Travel within Division sites is defined as Intra-theater PCS Travel or Intra-theater TDY Travel depending on the number of days the faculty member or staff member is assigned to the location.
  4. Approval Procedures
    Obtaining Approval for Travel: For all UMUC Divisions (UMUC Stateside, UMUC Europe and UMUC Asia), the UMUC Travel Authorization Request Form is to be utilized to obtain the required pre-approval which includes the purpose of the travel and estimated cost. The form is available on the UMUC Intranet at the Travel Homepage.
    1. Local Travel
      1. UMUC Stateside
        1. Travelers do not need to obtain formal pre-approval, but they should ensure that their direct supervisor knows of the planned travel.
        2. A Traveler shall obtain prior approval from his/her department manager or authorized direct supervisor to use his/her personal vehicle for Local Travel.
      2. UMUC Overseas
        1. UMUC Asia and UMUC Europe Travelers must obtain pre-approval from their department manager or authorized direct supervisor for all Overseas Local Travel. For UMUC Asia Overseas staff (i.e., Area Director, Academic Advisors, Academic Deans and Financial Advisors) where Overseas Local Travel is an inherent part of their job function, the submission of an approved annual travel plan by the employee's department head will constitute approval of Overseas Local Travel.
    2. Non-Local Travel
      1. UMUC Stateside
        1. Travelers must obtain written pre-approval from the appropriate Cabinet member prior to initiating Stateside Non-Local Travel arrangements or commencing the travel. Cabinet members shall obtain prior approval from their supervisor.
        2. UMUC funds may only be utilized for airline or train travel via coach fare. Travelers who choose to travel in a class that is more expensive than coach will be responsible for the any portion of the fare that exceeds the cost of the coach ticket.
        3. Travelers who choose to extend their stay to include days prior to or following authorized business travel dates are responsible for any cost related to the extended stay as this is considered personal travel and any related costs are not reimbursable.
      2. UMUC Overseas
        1. Travelers must obtain written pre-approval from the Senior Vice President of Overseas Operations or designee prior to initiating travel arrangements or commencing the Overseas Non-Local Travel.
        2. For UMUC Asia Overseas staff (i.e., Area Director, Academic Advisors, Academic Deans and Financial Advisors) where travel is an inherent part of their job function, the submission of an approved annual travel plan by the Department Head will constitute approval of Overseas Non-Local Travel.
        3. This approval is required even if the Non-Local Travel is at no cost to UMUC.
    3. International Travel
      1. UMUC Stateside: Travelers must obtain written pre-approval from the appropriate Executive Committee member, as applicable. International travel by an Executive Committee Member must be approved by the President. International Travel by the President must be approved by the Chief Business Officer.
      2. UMUC Overseas: Travelers must obtain written pre-approval from the Senior Vice President of Overseas Operations. International Travel by the Senior Vice President of Overseas Operations must be approved by the President.
  5. Reservations and Ticketing A. General Information 1. 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 of Maryland or institution. All 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). Often, air travel is less expensive than traveling by car. All air and rail tickets must be purchased through the contract travel service vendors identified by UMUC. 2. UMUC Overseas Travelers must contact the Overseas Logistics Office for travel arrangements or to obtain prior written approval for the Traveler to make his/her own travel arrangements. B. Travel Changes 1. If travel plans change, UMUC will pay cancellation penalties ONLY when the change was made for the convenience of UMUC or necessitated by emergency circumstances. If travel plans change for the Traveler's benefit, the Traveler bears the costs associated with the cancellation. The Traveler (or unit) shall contact the applicable travel agency/coordinator/Logistics Office to pursue possibility of refunds resulting from an emergency situation. 2. If an emergency situation arises such as weather delays or other delays due to airline situations, the Traveler shall contact the Travel Office or Logistics Office to coordinate flight changes and/or extend the hotel stay. C. UMUC funds may not be used for the purchase of flight insurance.
  6. Reimbursement
    1. Reimbursement Policy
      1. All reimbursement requests are to be submitted on UMUC's Expense Statement form found on the UMUC Intranet on the Travel Web site.
      2. All reimbursements must be documented with actual receipts (except for meals per diem).
      3. All reimbursements must be submitted within thirty (30) days of the completion of travel, unless an exception is made by the Chief Business Officer, or his designee.
    2. Lodging
      1. The cost of hotel accommodations will be reimbursed on the basis of receipts at the single room rate unless the room is shared by two (2) UMUC employees for whom the double occupancy rate would apply. Travelers are required to stay at a reasonably priced hotel.
      2. 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.
      3. UMUC Stateside Travelers to UMUC Europe must stay at the Hotel Rose or Hotel Ibis. UMUC Stateside Travelers to UMUC Asia must stay on the base. Exceptions must be approved in writing by the Senior Vice President of Overseas Operations prior to the travel.
    3. Extended Travel
      From time to time, UMUC Stateside or Overseas staff and faculty may have extended assignments at a UMUC Overseas location. The University may lease a house or apartment at an overseas location for use of the UMUC faculty or staff assigned to that location. Depending on the length of the assignment and other circumstances, the faculty and/or staff member may be responsible for the payment of rent and other related expenses.
    4. Meal Reimbursement
      1. UMUC Stateside
        1. The USM Chancellor and Board of Regents establish per diem rates for meal reimbursements in USM Policy Attachment VIII, 11.10 (Schedule of Reimbursement Rates). This information is available on the USM Web site. The USM Chancellor will review the information in the Schedule of Reimbursement Rates at a minimum during the first quarter of the fiscal year and provide the institution with a current schedule of reimbursement rates.
        2. For Stateside Non-Local Travel, the per diem rates may be increased for high cost areas as identified on the UMUC Travel Web site.
        3. 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 the meal (s).
        4. Travelers cannot claim the per diem reimbursement for meals that are included under other arrangements during travel such as meals in flight, meals included in the conference registration fee, meals purchased for the Traveler by others, etc.
        5. Travelers will be reimbursed only at the per diem rates; receipts are not required. Meal reimbursement will not be reimbursed at an amount greater than the per diem, per meal amount; except as provided for under Policy 390.20-Official Meal Expenses.
        6. International travel for Stateside Travelers is reimbursed at the U.S. Department of State Meal and Incidental (M&IE) rate which includes both meals and incidentals. UMUC will only reimburse for the meal portion of this rate. For policy on incidentals, see Miscellaneous Travel Expenses below. These can be found at the UMUC Travel Web site.
        7. UMUC funds may not be used for the purchase of alcoholic beverages.
      2. UMUC Overseas Divisions
        1. Travelers will be reimbursed at the per diem rates established by the Senior Vice President of Overseas Operations, as approved by the department manager or authorized direct supervisor as necessary regardless of whether the travel is local or non-local.
        2. Travelers will not be reimbursed for alcoholic beverages, unless pre-approved by the Senior Vice President of Overseas Operations or designee.
    5. Vehicles
      1. Use of State-Owned Vehicles
        1. State-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.
        2. Students for whom the State Treasurer has issued an insurance certificate are considered authorized personnel for this purpose.
        3. 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.
        4. 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 this Policy.
      2. Personal Vehicles: Properly insured personal vehicles may be used for travel on UMUC business. The use of a personal vehicle will be reimbursed at the rate established in the USM Policy which is available on the USM Web site when travel is in compliance with this UMUC Policy.
        1. Local Travel on a weekday is calculated from the Traveler's UMUC office location or point of departure to destination and return, whichever is closer.
        2. Local Travel on a weekend or Non-Local Travel is calculated from the Traveler's point of origin.
        3. No mileage will be reimbursed for travel between locations in the College Park and Largo vicinities such as PG Metro, University Center, UMUC facilities located in Largo, Adelphi, USM and/or UMD-College Park.
      3. Car rentals: Where a car rental is deemed necessary and approved by the President, Provost and Chief Academic Officer, Chief Business Officer, Senior Vice President of Overseas Operations, or Senior Vice President of Partnerships, Marketing, and Enrollment Management, the Traveler is expected to lease 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. A Traveler shall not obtain Collision Damage Waiver (CDW) car rental insurance coverage for travel within the United States. UMUC Overseas Travelers who rent a car outside the United States are to check with the Overseas Logistics Office regarding car insurance. 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.
      4. Train/Subway/Light Rail/Bus: When a Traveler is traveling via these methods, the Traveler is to provide actual receipts in order to be reimbursed.
      5. Multiple travelers to one destination should carpool when feasible.
      6. In the event of an accident while on University business, the Traveler must notify his/her supervisor and the Travel Coordinator or Logistics Office as soon as is feasible.
    6. Miscellaneous Travel Expenses
      Reimbursement of miscellaneous expenses such as telephone calls, laundry/valet, parking fees and the like are acceptable only as noted below.
      1. Parking, Taxi/Shuttle, Telephone and Laundry Costs: These expenses will be reimbursed based on actual costs with receipt as approved: a) by the department manager or authorized direct supervisor for Local Travel and b) by the appropriate Cabinet member for Non-Local Travelers reasonable and necessary. For example, Travelers to airports should take advantage of long term parking lots, whenever available, rather than the more costly daily garages.
      2. The following are examples of expenses that will be reimbursed with a receipt:
        • Reasonable expenses for ground transportation to and from airports, railroad stations, hotels and meeting places
        • Parking fees
        • Bridge, highway or related tolls
        • Telephone calls necessary to obtain transportation and hotel reservations
        • Telephone calls allowing travelers to stay in reasonable contact with their office or family
        • Laundry service is permissible when the travel is in excess of 5 working days
        • Internet connection, fax service or other office services/supplies if needed to conduct UMUC business
        • Excess baggage charges
      3. Baggage Handling Gratuities: Moderate gratuities will be reimbursed for baggage and/or when the Traveler is transporting UMUC materials and equipment. Actual receipts are not applicable for such expenses.
  7. Travel with Non-University Employees
    When non-University employees (such as spouses, children, etc.) travel with UMUC Travelers but are not serving as agents of the institution, Travelers should be careful to maintain a record of individual expenses. UMUC will not reimburse any expenses incurred on behalf of the non-University employee. Likewise, air fare or any other travel expense that is directly billed to the institution should not include expenses for spouses.