Travel
Travel Rules
According to the University System Travel Policy, all travel is to be documented and out-of-state and international travel is to be approved before travel begins. The 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 maintain the necessary controls for accountability.
The University has developed a University of Maryland Travelers’ Guide that outlines the travel rules and polices that guide the INFO College’s administration of travel. Please review this guide prior to travel and contact the INFO College Admin team with any questions or concerns. Questions can be sent to infoadmin@umd.edu.
Employee Travel
All employee travel is now taken care of through Concur. If this is your first time using the system you will need to login and set up your traveler profile. A Travel Request must be submitted and approved before your trip. Once that has been fully approved you can book your travel. All flights and rail must be booked through Concur or by calling the University’s Travel Agency.
When it comes to paying for your travel, there are two options:
1) You may pay all expenses out-of-pocket and then submit an Expense Report for reimbursement when you return or
2) Use your University Travel Card (TCard) to pay for conference registrations and your travel expenses. Note: If a TCard is used to purchase meals, an itemized receipt must be uploaded with your expense report. Alcohol is not allowed. Be sure to follow TCard guidance and best practices.
*Expense Reports MUST be submitted within 90 days of travel ending*
Non-Employee Travel
Submit all guest and non-employee travel approval forms to infoadmin@umd.edu for processing.
Non-Employee Travel Expense Reimbursement
Review the information below that needs to be submitted in order for guests/non-employees to receive reimbursement after their travel has concluded:
- Travel Reimbursement Request Form
- W-9 form – the signature must be handwritten or digital with the time stamp
- Second document that shows the exact name and matching address that’s on your W-9 form (this can be a photo of your ID, a utility bill, a copy of a lease, etc.)
- Receipts for each expense
- Copy of your card statement showing each charge
Please refrain from emailing documents with sensitive information. Contact infoadmin@umd.edu for a secure link to upload documents.
Travel Card Procedures
Procedures for proper TCard use can be found here.
