Policy: Travel and business expenses must be approved in advance by individuals with appropriate authority, when required.
Procedures:
Pre-Approval (Request)
A Request serves as the university’s official travel pre-approval and documents the traveler’s intent to conduct official university business travel. The Request is used to obtain required approvals, identify funding sources, document estimated expenses, and support compliance with university, State, federal, and sponsor requirements prior to travel.
Requests should include:
- Documentation substantiating the official university business purpose of the travel;
- Estimated costs for all anticipated travel-related expenses;
- Known travel dates and destinations;
- Funding source information; and
- Any additional supporting documentation required under university policy or procedures.
Travelers are encouraged to enter anticipated expenses within the Request as detailed as possible, similar to a travel itinerary. Providing detailed estimated expenses within the Request may assist with the expense reporting and reconciliation process following travel.
When a Request is Required
A travel Request must be submitted and fully approved prior to incurring travel-related expenses for:
- Out-of-state travel;
- In-state travel with an overnight stay, including Washington, D.C.; and
- International travel.
When a Request is Not Required
A travel Request is not required for:
- In-state travel within Maryland or Washington, D.C. without an overnight stay.
Departments may establish additional internal pre-approval requirements beyond the university minimum requirements.
Approval Requirements
Requests should be submitted sufficiently in advance to allow for all required approvals prior to booking travel or incurring travel-related expenses.
Travel booked or expenses incurred prior to full Request approval may:
- Delay reimbursement;
- Require additional review;
- Become the financial responsibility of the traveler or department; and/or
- Be denied reimbursement if found non-compliant with university policy or applicable requirements.
Approval of a Request does not guarantee final reimbursement. All expenses remain subject to review, audit, documentation requirements, and compliance with university policy and procedures.