Travel Policy

This Social Work webpage provides some basic information on policy and procedures most frequently used by Department of Social Work employees.  However, all employees are responsible for following University Travel Policy and all other University policies regardless of what is listed on this webpage.  The Travel Procedures section provides relevant information and required for travel authorization and reimbursement.

Travel by car 

The University encourages employees to use UMD fleet vehicles when traveling on University business in order to reduce costs.    If a fleet vehicle is not available, employees may use their own vehicle or rent a vehicle from a University Contracted Rental Agency.  Both fleet vehicles and University contracted rental vehicles are covered by University insurance.  If you rent a vehicle from a non-University contracted rental agency, you must purchase collision damage waiver (CDW) insurance.  Please see Insurance Policy for details.

If using a personal vehicle, you will be reimbursed at a rate provided under "Rates" on the Travel Policy website, which includes gas, vehicle maintenance, insurance, and other personal vehicle related costs. Personal vehicles and occupants are NOT covered by University insurance.

Travel by air:

The University will NOT reimburse first class travel. Business class may be reimbursed on flights lasting 8 or more hours. Frequent Flyer credits can be used to upgrade to business class ONLY on flights lasting 8 or more hours (not first class).

Frequent Flier Policy states that frequent flier miles and other flight benefits accrued on University business belong to the University. University employees, rather than departments, are responsible for tracking miles earned with University funds, providing records of such tracking if requested, and otherwise complying with this law.

Meals and hotel costs:

Maximum Per Diem rates for cities throughout the United States are directly linked to the standard Federal rates of reimbursement.  The travel location and rate for individual Meals and Incidentals are used to determine actual meal reimbursements. The employee is not under any circumstances, required to provide a receipt for meal reimbursement, with the exception of Hospitality Meals.

If a meal is offered at a conference, you may not request reimbursement for that meal, unless you have a valid business, personal health or religions reason to dine outside of the conference and incur additional meal expenses. Justification is required if reimbursement is requested.

On travel days (the fist and last day of travel), the number of meals, and the maximum meal reimbursement will depend on when the employee leaves/arrives the home base.  The employee may be eligible for meal reimbursement only if there is overnight stay or under certain circumstances (see Travel Policy) if the trip is 12 hours or more and over the dinner hour.   

Hotel rates above the maximum allowable may be acceptable if adequate justification is provided.  Movie rental, personal long distance phone calls, and any other non-business related services will not be reimbursed.  Unallowable expenses will automatically be removed from the reimbursement request.

Any meal purchased for a guest must follow the Hospitality Policy and proper documentation is required, including the name of the person(s), their relationship to the Department and/or project, and the business purpose of the meeting.  More detailed documentation is required for sponsored projects related hospitality expenses.  Please see Purchasing Procedures section for details reimbursement information.