Originator: Chief Operating Officer
Subject: Policy on University Travel
The purpose of this policy is to provide parameters for UMGC faculty and staff travel on official UMGC business and the reimbursement of expenses incurred as a result of aforementioned travel. 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.
UMGC will pay for and/or reimburse Travelers traveling on authorized official business travel. Reimbursement for travel expenses must be submitted within 60 days after the expense was paid or incurred in order to comply with IRS Publication 463. The President, or his/her designee, can elect to make exceptions to the policies outlined on an as-needed basis.
An employee must create a Spend Authorization in Workday to obtain pre-approval to include the purpose of the travel and the estimated cost. Non-UMGC employees must complete the Non-Employee Spend (Travel) Authorization form available on the Source Travel Resource Page.
Reservations and Ticketing
General Information: Travelers and travel arrangers should ensure that all arrangements are reasonable and appropriate. 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). All air and rail tickets must be purchased through the contract travel service vendors identified by UMGC. Overseas air and rail tickets must be purchased through the division Human Resources or Logistics offices. On occasion, Overseas employees may purchase air and rail tickets upon official quote from the Human Resources or Logistics office. UMGC funds may only be utilized for airline or train travel via coach fare except for flights longer than six hours in duration. Airline class may be upgraded from coach to economy plus (or equivalent) for travel flight legs that are more than six hours in duration. Travelers who choose to travel in a class that is more expensive than coach will be responsible for the portion of the fare that exceeds the cost of the coach ticket.
If travel plans change, UMGC will pay the change or cancellation fees ONLY when the change was made if requested by UMGC or necessary due to emergency circumstances. The Traveler (or unit) shall contact the applicable travel agency/coordinator or Overseas Human Resources or Logistics offices in the event of an emergency situation.
From time to time, UMGC Stateside or Overseas staff and faculty may have extended assignments at a UMGC Overseas location. The University may lease a house or apartment at an overseas location for use of the UMGC faculty or staff assigned to that location.
Miscellaneous Travel Expenses
Reimbursement of miscellaneous expenses will be made based upon actual cost with receipt for reasonable and necessary items as noted below: