VI. Definitions

Policy:

Official University Business

An activity that represents a legitimate business need requiring an individual’s participation on behalf of the University.

Travel

Authorized movement away from an employee’s or student’s primary work or academic location for Official University Business.

Travel Types and Request Requirements

A travel request must be submitted and approved prior to incurring expenses for:

  • Out-of-state travel
  • In-state travel with an overnight stay (including Washington, D.C.)
  • International travel

A travel request is not required for:

  • In-state travel (Maryland or Washington, D.C.) without an overnight stay

Business Expense

A necessary and reasonable cost incurred in support of Official University Business.

Accountable Plan

An Internal Revenue Service (IRS) framework under which reimbursements are not treated as taxable income, provided expenses are properly substantiated and submitted within required timeframes.

Approvers

  • Authorized Approver: Confirms the travel aligns with departmental objectives and University policy
  • Cost Object Approver: Confirms funding availability and appropriate use of funds
  • Risk Approver: Reviews travel to high-risk destinations, as defined by CGE

Procedural and System Definitions:

Business Purpose

A clear and supportable university-related reason for travel that directly advances official university operations, academic activities, research, instruction, outreach, student engagement, or other authorized institutional activities.

Cash Advance (Working Fund)

University-issued advance funding provided for approved travel-related expenses in accordance with university procedures and applicable requirements.

Expense Report

The university’s official process used to reconcile, document, and request reimbursement for travel-related expenses following completion of travel.

International Travel

Travel occurring outside of the United States and its territories for official university business purposes.

Most Logical Least-Cost

The travel arrangement that appropriately balances cost, business purpose, scheduling needs, routing, safety, accessibility accommodations, operational efficiency, and overall reasonableness.

Non-Conventional Lodging

Lodging accommodations outside of traditional commercial lodging establishments, including but not limited to private residences, short-term rentals, or similar arrangements.

Official University Business

Activities conducted on behalf of the university that directly support university operations, academic programs, research, instruction, outreach, student engagement, administrative functions, or other authorized institutional purposes.

Request

The university’s official travel pre-approval process used to document the intent to travel, obtain required approvals, identify funding sources, and estimate anticipated travel-related expenses prior to travel.

Travel Allowance

The university-approved reimbursement method for meals and incidental expenses based on applicable federal or State travel reimbursement rates.

Travel Status

The period during which a traveler is engaged in approved official university business travel away from their primary work location or residence.

Traveler

Any employee, student, non-employee, guest, recruit, candidate, affiliate, or other individual traveling on behalf of the university or using university-controlled funds.

University-Controlled Funds

Any funds administered, managed, reimbursed, paid, or otherwise controlled by the university, including State funds, grant funds, auxiliary funds, foundation funds, and other institutional funding sources.