V. University Policy – B. Allowability

Policy: Expenses must be reasonable, necessary, and appropriate in relation to the business purpose and funding source.

Procedures: 

Arrival and Departure:

  • Travelers may arrive at their destination up to 24 hours prior to the start of official UMBC business and may depart up to 24 hours following its conclusion.
  • For destinations with a time difference of 12 hours or more from the point of departure, travelers may arrive up to 48 hours in advance of the start of official UMBC business.
  • Any time outside of these parameters will be considered personal travel.
  • If business activities occur outside of a published schedule, they must be noted in the header of both the Request and Expense Report to justify any additional expenses.

Example: Arriving early for a pre-conference meeting or site visit not listed on the agenda—note this in the header (e.g., “Pre-conference meetings on [date]”).

Allowable

  • Coach/economy class airfare;
  • Reasonable baggage fees necessary for business travel;
  • Seat selection fees when necessary for official university business; and
  • Airline change fees related to approved business travel.

Not Allowable

  • First-class airfare
  • Airline club memberships or lounge access fees;
  • Travel insurance purchased through airlines unless specifically required or approved;
  • Personal travel expenses;
  • Airfare purchased using reward points, vouchers, or credits for reimbursement; and
  • Upgrades not permitted under university policy.

University travelers are expected to book the lowest cost logical fare. First-class travel is not reimbursable under any circumstances. Travelers seeking a more expensive class should ensure that the additional cost is permitted by their department and approver(s). Premium seating (e.g., Comfort Class, Business Class, Coach Plus) is only allowable if one of the following applies:

    • The traveler has an approved accommodation from Accessibility and Disability Services.
    • A single flight segment exceeds 8 hours, or total scheduled flight time (including layovers) exceeds 14 hours. In such cases, the upgrade is allowable per one way.

Allowable

  • Commercial lodging establishments supporting official university travel;
  • Reasonable lodging expenses at the business destination; and
  • Necessary business-related lodging fees and taxes.

Not Allowable

  • Personal lodging expenses unrelated to official university business;
  • In-room movies, entertainment, or personal services; and
  • Lodging expenses for additional personal travel days not related to business purposes.

Non-conventional lodging arrangements may only be reimbursed when the required non-conventional lodging form has been completed, approved, and attached to the travel request prior to booking.

Hotel documentation must include an itemized hotel folio identifying the traveler, lodging dates, room charges, and proof of payment.

Mileage reimbursement for approved business use of a personal vehicle is allowable in accordance with the applicable State mileage reimbursement rate in effect at the time of travel.

Travelers must use a Personal Car Mileage expense line and provide documentation supporting each business trip, including:

  • Date of travel;
  • To and from business locations;
  • Mileage calculation; and
  • Sufficient detail substantiating the business purpose of the travel.

When submitting multiple mileage expenses throughout a month, travelers should consolidate mileage reimbursement requests onto a single expense report whenever practical. Travelers should use the UMBC Mileage Form as supporting documentation for the consolidated expense line item. Mileage forms are required to be submitted during the first week of each month.

Not Allowable

  • Mileage associated with normal commuting between an employee’s home and primary work location (7 days a week); and
  • Mileage associated with personal travel or deviations from official university business.

Rental vehicles should only be utilized when necessary to support official university business. Travelers are encouraged to use the most economical and practical method of transportation available.

Allowable

  • Standard rental vehicles necessary for official university business;
  • Necessary fuel expenses associated with business travel; and
  • Reasonable tolls and parking associated with business travel.
  • When traveling international only – Collision Damage Waiver (CDW/LDW)

Not Allowable

  • Luxury, specialty, or upgraded vehicles without approved business justification;
    Personal use of rental vehicles;
  • Additional optional insurance or protection products not required under university policy;
  • Rental vehicles obtained primarily for traveler convenience when reasonable transportation alternatives exist; and
  • Traffic citations, parking violations, towing charges, impound fees, or other penalties incurred during the use of a rental or personal vehicle. Such costs are the sole responsibility of the traveler/driver and are not reimbursable.

Examples of non-reimbursable optional add-ons include, but are not limited to:

  • Prepaid Fuel Service;
  • Car Wash Services;
  • Carefree Personal Protection (CPP);
  • Extended Protection (EP);
  • Liability Insurance Supplement (LIS);
  • Personal Accident Insurance (PAI);
  • Personal Accident & Effects Coverage (PAE);
  • Renter’s Liability Protection;
  • Roadside Service Plan (RSP);
  • Super Personal Accident Insurance (SPAI);
  • Supplemental Liability Insurance (SLI);
  • Theft Protection (TP); and
  • Third Party Insurance (TPI).

Rental vehicles generally will not be approved when:

  • The conference, meeting, lodging location, or primary business destination are located at the same site; or
  • The destination is within a reasonable walking distance or accessible through available local transportation options.

When a rental vehicle is necessary under these circumstances, additional justification must be provided within the expense line description or supporting documentation substantiating the business need for the rental vehicle.

 Allowable

  • Reasonable rail expenses necessary for official university business;
  • Coach or standard rail service; and
  • Rail travel supporting approved business itineraries.

Not Allowable

  • Business class or upgraded rail service unless it is the only class of service available for the selected route or destination;
  • Personal rail expenses unrelated to official university business; and
  • Rail upgrades or premium services not permitted under university policy.

For travel between Baltimore and Washington, D.C., MARC Train service is considered the standard reimbursable rail option. Amtrak and Acela service between Baltimore and Washington, D.C. generally will not be reimbursed unless:

  • The rail segment is part of a longer business-related rail itinerary;
  • MARC service was unavailable for the required travel schedule; or
  • Additional business justification is provided and documented within the expense report.

Travelers are encouraged to utilize the most economical and practical transportation option available.

Ground Transportation

Allowable

  • Taxi, shuttle, rideshare, subway, bus, and other reasonable local transportation expenses necessary for official university business;
  • Parking and toll expenses associated with approved business travel; and
  • Public transportation expenses supporting official university business.

Not Allowable

  • Personal commuting expenses between an employee’s home and primary work location;
  • Personal transportation expenses unrelated to official university business;
  • Luxury transportation services without documented business necessity; and
  • Transportation costs associated with personal deviations from business travel.

For rideshare services such as Uber and Lyft, reimbursement is limited to the base fare, reasonable location-based fees, and a tip not exceeding 20% of the base fare.

Travelers are expected to utilize the most economical and practical transportation option available.

Allowable

  • Meal and incidental expenses in accordance with applicable travel allowance procedures and rates;
  • Approved business meals supporting official university business; and
  • Group meals associated with approved university travel activities.

Not Allowable

  • Alcoholic beverages
  • Personal entertainment expenses;
  • Meals included as part of a conference, event, or other provided function when no additional cost was incurred; and

Supporting documentation may be required substantiating the business purpose and attendees associated with business meals.

The University assumes no liability for the loss, theft, damage, or delay of personal luggage or items during university-sanctioned travel. The University will not provide reimbursement for the value of lost items, damaged luggage, or any incidental purchases (e.g., clothing, toiletries) made due to a baggage delay.

Under Department of Transportation and international regulations, the transit carrier is legally responsible for your property while it is in their care. Any individual experiencing lost, delayed, or damaged personal items must seek reimbursement directly from the carrier. Travelers should report issues to the baggage service desk immediately before leaving the airport and must consult their specific airline’s guidelines for exact instructions and strict deadlines for filing a formal claim.

For a breakdown of passenger rights and standard airline liability, travelers can review the US Department of Transportation’s guide on Lost, Delayed, or Damaged Baggage.

Allowable

  • Conference, seminar, training, workshop, and professional development registration fees supporting official university business.

Not Allowable

  • Optional personal activities, tours, entertainment, or non-business event add-ons not related to official university business.

Additional Expense Allowability

Category Allowable Expense Guidelines
Person-To-Person (P2P) Financial Transactions No Electronic money transfers made from one person to another through applications such as Zelle, Venmo, PayPal, Cash App, or similar peer-to-peer payment platforms are not allowable for reimbursement. These platforms may still be used to pay approved business invoices or merchants when appropriate supporting documentation is provided.
Sales Tax in Maryland No UMBC is exempt from Maryland sales tax. Travelers are expected to utilize the university’s tax-exempt status when applicable.
Gift Cards, Gift Certificates, and Gifts No Gift cards, gift certificates, and gifts of sentiment are not allowable using university travel funds.
Laundry and Valet Services No Laundry, dry cleaning, and valet services are considered part of incidental expenses included within the Travel Allowance.
Membership Fees Yes, Conditional Allowable only when the membership results in a lower overall conference or registration cost.
Registration and Conference Fees Yes Allowable when supporting official university business.
Telephone, Fax, and Internet Fees Yes, Conditional Allowable when necessary for official university business and incurred during approved business travel status.
Travel Loyalty Programs Yes, Conditional Travelers may participate in travel loyalty or rewards programs and retain earned points. However, the university will not reimburse expenses purchased using reward points, vouchers, gift cards, travel credits, or other promotional payment methods.
Passport Fees No Passport application and renewal expenses are not allowable.
Visa and Entry Fees Yes, Conditional Allowable when required for approved international university travel.
Vaccinations and Immunizations Yes, Conditional Allowable when required for approved international university travel and not otherwise covered by insurance.
Internet Access Yes, Conditional Allowable when necessary for official university business while in approved travel status.
Business Communication Expenses Yes, Conditional Allowable when business-related and incurred during approved travel status.
Baggage Fees Yes, Conditional Standard baggage fees necessary for business travel are allowable. Excessive, oversized, overweight, or personal baggage charges are not allowable unless a documented business purpose is provided.
Parking and Tolls Yes Allowable when associated with approved business travel.
Taxi, Shuttle, and Public Transportation Yes Allowable when necessary to support official university business travel.
Rideshare Services Yes, Conditional Uber, Lyft, and similar rideshare services are allowable. Reimbursement is limited to the base fare, reasonable location-based fees, and a tip not exceeding 20% of the base fare. Premium or luxury services are not allowable without documented business necessity.
Currency Conversion and Foreign Transaction Fees Yes, Conditional Allowable when associated with approved international university travel expenses.
Business Meals Yes, Conditional Allowable when supporting official university business and in compliance with university and sponsor requirements.
Other Miscellaneous Expenses Yes, Conditional Reasonable expenses necessary to support official university business travel may be allowable subject to review and approval.