VIII. Documentation Requirements

Policy: All expenses must be supported by documentation sufficient to:

  • Verify the amount of the expense
  • Demonstrate proof of payment
  • Establish a clear business purpose

Procedures:

General Documentation Requirements

All documentation must be legible, complete, and clearly associated with both the traveler and the specific trip.

All travel expenses, regardless of the traveler’s affiliation with UMBC, must be submitted through the official university Expense Report process.

Expense Report Submission Requirements

Expense Reports should be submitted within ten (10) business days following the conclusion of travel and must be submitted for approval no later than sixty (60) calendar days after the trip end date.

Expense Reports submitted after sixty (60) calendar days may be treated as taxable income to the traveler in accordance with Internal Revenue Service (IRS) accountable plan requirements.

All expenses associated with official university travel must be reported, regardless of payment method or whether reimbursement is being requested. This requirement applies to personally paid expenses, university-paid expenses, and expenses paid using a pCard or other university-controlled payment method.

Documentation Standards

Documentation must be sufficient to:

  • Verify the amount of the expense;
  • Demonstrate proof of payment when applicable; and
  • Substantiate the official university business purpose.

Each Expense Report must include documentation clearly substantiating the UMBC business purpose of the trip.

Acceptable business purpose documentation may include:

  • Event invitations;
  • Agendas;
  • Conference or meeting schedules;
  • Travel itineraries; and/or
  • Other supporting documentation substantiating official university business.

If a formal itinerary or agenda is unavailable, the traveler must provide a detailed daily itinerary or written explanation identifying:

  • Business activities conducted; and
  • The relevance of the travel to the traveler’s role, research activities, academic responsibilities, or UMBC’s mission.

Receipt Requirements

Original, itemized receipts are required for all individual expenses greater than $10.00.

Receipts must:

  • Be itemized;
  • Include proof of payment when applicable; and
  • Clearly identify the vendor or service provider.

Additional documentation may be required depending on the expense type or funding source.

Exception – Low Dollar Expenses

Receipts are not required for individual expenses under $10.00. However, the expense must still:

  • Be reasonable;
  • Be accurately reported; and
  • Include a clear business purpose within the Expense Report.

Exception – Spousal Name on Charge

If an allowable expense is charged under a spouse’s name, the expense may still be considered for reimbursement provided:

  • The expense is otherwise compliant with university policy; and
  • A clear explanation is included within the expense line note or supporting documentation substantiating the relationship to the traveler and the business purpose of the charge.

Missing Receipts (Affidavit)

If a receipt is lost or not provided by the vendor, the traveler may submit a Missing Receipt Declaration (Affidavit) in accordance with university procedures.

Limitations

Missing Receipt Declarations (Affidavits) are not accepted for:

  • Individual expenses greater than $75.00; or
  • Lodging, ticketed travel and/or rental car expenses under any circumstance.

Excessive or repeated use of Missing Receipt Declarations may result in:

  • Additional review;
  • Delayed reimbursement; and/or
  • Denial of reimbursement.

Travel Allowance

Travel Allowance is the university-approved reimbursement method for meals and incidental expenses incurred during approved business travel.

Travel Allowance rates are based on the applicable federal per diem rates published by the:

depending on the travel location.

Travel Allowance Eligibility

Travel Allowance is generally allowable for travelers in approved travel status involving overnight business travel.

Travel Allowance is not allowable for:

  • One-day travel without an overnight stay;
  • Personal travel days not associated with official university business; or
  • Meals otherwise provided by the conference, event, host institution, airline, hotel, or another source.

Travel Allowance Calculation

Travel Allowance is calculated based on the location of travel and the applicable daily rate for Meals and Incidental Expenses (M&IE).

Travelers receive:

  • 75% of the applicable daily Travel Allowance rate on the first day of travel; and
  • 75% of the applicable daily Travel Allowance rate on the final day of travel.

Full daily rates apply for all full business travel days between departure and return dates.

Meals Provided

Travel Allowance must be reduced for meals provided as part of:

  • Conference registration;
  • Meetings;
  • Hosted events;
  • Hotel accommodations;
  • Airline service; or
  • Other business-related activities.

Travelers may not claim reimbursement or Travel Allowance for meals provided at no additional cost to the traveler.

Business Meals

When business meals are planned as part of official university travel, the expense should generally be paid directly by the Trip Leader or authorized purchaser and submitted as a separate business meal expense.

Business meal expenses should not be utilized for individual traveler meals, as individual meals are covered through the Travel Allowance (Per Diem) process.

Any UMBC traveler attending the business meal, including the individual paying for the meal, must exclude the applicable meal from their Travel Allowance claim on their Expense Report. This requirement applies regardless of payment method or reimbursement status.

Business meal expenses must:

  • Comply with the UMBC Meal Policy;
  • Be reasonable and not lavish or excessive;
  • Be reasonably comparable to the applicable Travel Allowance (Per Diem) rate on a per attendee basis;
  • Support an official university business purpose; and
  • Include sufficient documentation substantiating the business purpose of the meal.

Business meal expenses must include:

  • An original, itemized receipt;
  • Proof of payment when applicable;
  • A list of all participants in attendance; and
  • Each participant’s affiliation to the university or business relationship to the university.

Incidental Expenses

Incidental expenses are included within the Travel Allowance and are not separately reimbursable.

Incidental expenses include:

  • Laundry services;
  • Dry cleaning;
  • Valet services;
  • Gratuities associated with incidental services; and
  • Other miscellaneous incidental travel expenses covered under applicable federal travel allowance guidance.

International Travel Allowance

International Travel Allowance rates are based on the applicable U.S. Department of State foreign per diem rates for the destination country and locality.

Travelers are responsible for selecting the correct destination location and travel dates within the university travel system to ensure accurate Travel Allowance calculations.

Travel Allowance Documentation Requirements

Travelers may be required to provide:

  • Approved travel dates;
  • Business purpose documentation;
  • Conference agendas or itineraries;
  • Documentation identifying meals provided; and/or
  • Other supporting documentation necessary to substantiate Travel Allowance eligibility.

Travel Allowance remains subject to review, audit, and final approval in accordance with university policy and procedures.

Airfare

Airfare arrangements should support official university business and comply with university cost stewardship requirements. Travelers are expected to utilize the most logical least-cost airfare reasonably available while considering business needs, scheduling requirements, routing, accessibility accommodations, safety, and overall operational efficiency.

Travelers are expected to use the most efficient and economical mode of transportation available. If a traveler chooses a more expensive transportation option for personal convenience, reimbursement may be limited to the cost of the less expensive reasonable alternative.

For example, if a traveler chooses to drive a personal vehicle but traveling by train would have been substantially less expensive, reimbursement may be limited to the cost of the train ticket.

Booking Expectations

Airfare should generally be booked in advance using the most direct or otherwise cost-effective reasonable routing available at the time of booking.

Travelers are encouraged to monitor booking timelines carefully, as airfare pricing and ticketing deadlines are controlled by the airline and may fluctuate based on availability, market conditions, and other operational factors.

Following ticket issuance, travelers are strongly encouraged to contact the university’s contracted travel agency directly for assistance with airline schedule changes, cancellations, exchanges, or rebooking support.

Third-Party and Restrictive Fare Bookings

Travelers booking airfare outside of the university travel system or through third-party booking platforms should carefully review fare restrictions, cancellation policies, ticket change limitations, and credit eligibility prior to purchase.

Certain discounted, restrictive, or third-party airfare bookings may:

  • Not qualify for airline credits or refunds;
  • Carry significant change or cancellation restrictions; or
  • Result in forfeiture of the ticket value upon cancellation.

If a traveler voluntarily selects a restrictive airfare or third-party booking option that results in the loss of airfare value, unused ticket credits, or non-refundable expenses, those costs may become the financial responsibility of the traveler and may be considered non-reimbursable.

Class of Service

Coach or standard economy airfare is the university standard for business travel.

First-class airfare is not allowable.

Premium seating, premium economy, or upgraded seating may be allowable when:

  • Required as part of an approved accessibility accommodation;
  • A single continuous flight leg exceeds eight (8) hours;
  • Total scheduled travel time exceeds fourteen (14) hours; or
  • Otherwise approved in accordance with university procedures.

Additional documentation or justification may be required for upgraded airfare accommodations.

Most Logical Least-Cost Airfare

Travelers are expected to utilize the most logical least-cost airfare reasonably available.

The “most logical least-cost” airfare is the itinerary that appropriately balances:

  • Cost;
  • Business purpose;
  • Scheduling needs;
  • Routing efficiency;
  • Safety;
  • Accessibility accommodations; and
  • Overall operational reasonableness.

Selection of airfare based solely on personal preference, loyalty status, convenience, or unnecessary itinerary deviations may not be reimbursable.

Fly America Act

Travel funded through federal awards or sponsored programs must comply with the Fly America Act and other applicable sponsor requirements.

When required under federal regulations, travelers must utilize U.S. flag carriers unless:

  • An allowable exception exists under federal regulations; or
  • The federal sponsor provides written approval otherwise.

Additional supporting documentation may be required for foreign carrier usage.

Travel Loyalty and Reward Programs

Travelers may participate in airline loyalty or reward programs and retain earned points or benefits associated with business travel.

However, the university will not reimburse:

  • Airfare purchased using reward points;
  • Voucher-based travel;
  • Gift cards;
  • Promotional credits; or
  • Any portion of airfare paid using non-cash promotional payment methods.

Airline Changes and Cancellations

Reasonable airline change fees or rebooking costs associated with official university business may be allowable.

Costs associated with:

  • Personal itinerary changes;
  • Voluntary upgrades;
  • Personal travel deviations; or
  • Failure to comply with airline policies or university procedures

may become the responsibility of the traveler.

Following ticket issuance, travelers are encouraged to work directly with the university’s contracted travel agency for airline modifications or cancellations whenever possible.

Baggage Fees

Standard baggage fees necessary to support official university business travel are allowable.

Excessive, oversized, overweight, or personal baggage charges are not allowable unless:

  • Required to support official university business; and
  • Adequately documented and justified within the Expense Report.

Airfare Documentation Requirements

Airfare reimbursement requests must include:

  • A detailed airline itinerary;
  • Proof of payment;
  • A complete fare breakdown identifying base fare, taxes, and fees; and
  • Supporting documentation substantiating the official university business purpose.

Credit card slips, bank statements, or similar documents alone are not sufficient airfare documentation.

Additional documentation may be required for:

  • International travel;
  • Sponsored travel;
  • Upgraded seating; or
  • Airline exceptions or rebookings.

Business Purpose Documentation

Documentation supporting the official university business purpose of travel is required for all travel-related Requests and Expense Reports.

Business purpose documentation must clearly substantiate:

  • The reason for the travel;
  • The relationship of the travel to official university business;
  • The dates and location of the activity; and
  • The relevance of the travel to the traveler’s university responsibilities, research activities, academic programs, operational duties, or UMBC’s mission.

Acceptable Business Purpose Documentation

Acceptable supporting documentation may include:

  • Conference agendas or schedules;
  • Meeting agendas or calendar invitations;
  • Event registrations or confirmations;
  • Event websites or announcements;
  • Travel itineraries;
  • Research schedules or field work plans;
  • Invitation letters;
  • Competition or event schedules;
  • Program itineraries;
  • Sponsor documentation; and/or
  • Other documentation substantiating the official university business purpose of the travel.

Business Purpose by Travel Type

Athletic Event

Supporting documentation may include:

  • Competition schedules;
  • Tournament information;
  • Event registrations;
  • Travel itineraries; and/or
  • Other documentation substantiating participation in official university-related athletic activities.

Conference

Supporting documentation may include:

  • Conference agendas;
  • Registration confirmations;
  • Conference schedules;
  • Event websites;
  • Presentation schedules; and/or
  • Other conference-related materials substantiating attendance or participation.

Field Work

Supporting documentation may include:

  • Research plans;
  • Field study schedules;
  • Project itineraries;
  • Sponsor-related documentation;
  • Research correspondence; and/or
  • Other documentation substantiating the official business purpose of the field work.

Meeting

Supporting documentation may include:

  • Meeting agendas;
  • Calendar invitations;
  • Meeting schedules;
  • Correspondence;
  • Program materials; and/or
  • Other documentation substantiating the official university purpose of the meeting.

Other

When a travel purpose does not clearly align with a predefined category, the traveler must provide sufficient written explanation and supporting documentation clearly substantiating the official university business purpose of the travel.

Additional Business Activities

Additional unscheduled business meetings, events, research activities, or university-related engagements occurring during travel should be substantiated within:

  • The Expense Report header;
  • Expense line notes; and/or
  • Supporting documentation when applicable.

Missing or Limited Documentation

If a formal agenda, itinerary, or conference schedule is unavailable, the traveler must provide a detailed written explanation identifying:

  • Business activities conducted;
  • Dates and locations associated with the activities; and
  • The relevance of the travel to the traveler’s role, research, operational responsibilities, or UMBC’s mission.

Lodging Documentation Requirements

Status: REQUIRED

Lodging documentation must be legible, itemized, and clearly associated with the traveler and the approved business trip.

Per UMBC travel policy, an itemized hotel folio is the required documentation for lodging expenses regardless of payment method.

Required lodging documentation must include:

  • Traveler name;
  • Lodging establishment name;
  • Dates of stay;
  • Daily room rates and taxes;
  • Itemized charges; and
  • Proof of payment when applicable.

Credit card slips, bank statements, reservation confirmations, or similar documents alone are not sufficient lodging documentation.

All lodging expenses associated with the trip must be reported, even when reimbursement is not being requested. Full reporting is especially critical for lodging expenses paid using a pCard or other university-controlled payment method.

Third-Party Booking Documentation Considerations

Travelers are strongly encouraged to book lodging through the university travel system or directly with the lodging provider whenever possible.

Booking through third-party travel websites or applications such as Expedia, Kayak, Booking.com, or similar services is discouraged. Because the reservation contract is often not directly with the traveler, these services may:

  • Fail to provide a valid hotel folio;
  • Provide incomplete documentation; or
  • Reflect lodging amounts different from the actual amount paid.

Incomplete or insufficient lodging documentation may delay reimbursement or result in denial of reimbursement.

International Lodging Documentation Exception

For international travel only, a receipt provided directly from the lodging establishment may be accepted when a hotel folio is unavailable.

Additional supporting documentation may still be required.

In-State or Local Lodging Documentation

Local or in-state lodging within fifty (50) miles of the traveler’s residence or UMBC may require additional business justification.

Supporting documentation may include:

  • Conference schedules;
  • Business meeting schedules;
  • Networking activities;
  • Operational schedules; and/or
  • Other documentation substantiating the business necessity of the overnight stay.

Non-Conventional Lodging Documentation

Allowable Expense: ⚠️ Conditional

Alternative accommodations such as Airbnb, VRBO, or similar non-conventional lodging arrangements may be allowable with proper documentation and pre-approval.

Travelers utilizing non-conventional lodging must:

  • Complete the required Non-Conventional Lodging Form;
  • Obtain signatures from all travelers included in the lodging arrangement;
  • Attach the completed form to the Request prior to approval;
  • Upload an estimate or reservation cost summary for the lodging arrangement to the Request; and
  • Ensure the lodging arrangement is approved during the Request process prior to booking.

Split payments are not allowable for non-conventional lodging arrangements. The primary traveler must pay for the full reservation and seek reimbursement through the Expense Report process.

Non-conventional lodging may not be:

  • Paid using a pCard;
  • Paid using a TCard; or
  • Paid using a Cash Advance or Working Fund.

Travelers are responsible for personally paying the lodging expense and seeking reimbursement upon completion of travel.

Non-conventional lodging that is not approved during the Request process may be considered non-reimbursable.

Non-Allowable Lodging Charges

The following lodging-related expenses are considered personal and are not reimbursable:

  • In-room movies;
  • Pay-per-view entertainment;
  • Gaming charges;
  • Additional cable services;
  • “No show” lodging charges; and
  • Porter, maid, housekeeping, or similar gratuities included within the Travel Allowance (Per Diem).

Ground Transportation Documentation Requirements

Ground transportation expenses must be sufficiently documented and clearly associated with official university business travel.

Documentation must substantiate:

  • The business purpose of the travel;
  • Date of travel;
  • To and from locations;
  • Transportation type utilized;
  • Amount of the expense; and
  • Proof of payment when applicable.

Travelers are expected to use the most efficient and economical mode of transportation available. If a traveler chooses a more expensive transportation option for personal convenience, reimbursement may be limited to the cost of the less expensive reasonable alternative.

For example, if a traveler chooses to drive a personal vehicle but traveling by train would have been substantially less expensive, reimbursement may be limited to the cost of the train ticket.

 

Personal Vehicle Mileage Documentation

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 Vehicle Documentation

Rental vehicle reimbursement requests must include:

  • Rental agreement documentation;
    • Itemized rental receipt;
    • Proof of payment when applicable; and
  • Supporting documentation substantiating the business necessity of the rental vehicle. Can be entered on the expense line.

When conference activities and lodging are located within the same area or reasonable walking distance, travelers may be required to provide additional justification substantiating the operational necessity of the rental vehicle.

Travelers should include supporting justification within the expense line notes when applicable.

Public Transportation Documentation

Public transportation expenses such as subway, metro, light rail, train, bus, tram, or similar transportation services must include documentation substantiating:

  • Date of travel;
  • Transportation provider;
  • Amount paid; and
  • Business purpose of the transportation expense.

Taxi and Rideshare Documentation

Taxi and rideshare expenses such as Uber or Lyft must include:

  • Date of travel;
  • Pickup and destination locations;
  • Itemized receipt when available;
  • Amount paid; and
  • Proof of payment when applicable.

Reimbursement is limited to:

  • Base fare;
  • Reasonable location-based fees and surcharges; and
  • Tips not exceeding twenty percent (20%) of the base fare.

Premium or upgraded rideshare services may require additional justification.

Rail Transportation Documentation

Rail transportation reimbursement requests must include:

  • Rail itinerary;
  • Ticket receipt;
  • Fare breakdown when applicable;
  • Proof of payment; and
  • Supporting business purpose documentation.

Coach or standard rail service is the university standard.

Business class, first-class, Acela, or upgraded rail service may require additional justification or supporting documentation.

For travel between Baltimore and Washington, D.C., MARC rail service is considered the university standard transportation option.

Amtrak or Acela service between Baltimore and Washington, D.C. may require additional business justification unless associated with a larger multi-city rail itinerary.

Parking and Toll Documentation

Parking and toll reimbursement requests, including E-ZPass or similar electronic toll charges, must include:

  • Date of expense;
  • Location or route associated with the expense;
  • Amount paid; and
  • Proof of payment when applicable.

For electronic toll charges, documentation should clearly identify the toll date, toll location or route, and amount charged.

Valet parking may require additional business justification or approved accommodation documentation.

Unacceptable Documentation

The following are not accepted as valid forms of documentation:

  • Credit card statements
  • Bank or transaction summaries
  • Peer-to-peer payment records (e.g., Venmo, Zelle, Cash App)
  • Screenshots of transactions

Reason:

These forms of documentation do not provide sufficient detail to:

  • Verify itemized expenses
  • Identify the specific goods or services purchased
  • Establish a clear business purpose

As a result, they cannot be used as primary or supporting documentation for any travel or business expense.

Business and Personal Travel Comparison Quotes

When personal travel is combined with official university business travel, travelers may be required to provide comparison quotes substantiating the business-only cost of the trip.

Comparison quotes must:

  • Be obtained at the time of booking;
  • Be obtained from the same booking source or provider as the actual booking;
  • Reflect the same class of service;
  • Utilize the same airline, rail carrier, lodging provider, or transportation method when applicable;
  • Maintain all business-related travel dates, routing, and itinerary components that remain unchanged; and
  • Clearly identify the difference between the business-only itinerary and the combined business and personal itinerary.

Any portions of the itinerary unrelated to official university business should be removed from the comparison quote while maintaining all remaining business-related travel components consistent with the actual booking.

Comparison quotes should include sufficient documentation substantiating:

  • Business-only travel dates;
  • Combined business and personal travel dates;
  • Fare comparisons;
  • Lodging comparisons when applicable; and
  • Any additional costs associated with personal travel deviations.

Additional personal travel costs are the responsibility of the traveler and are not reimbursable.

Travel Policy Accommodations

Travelers requesting an exception to standard travel policy due to a religious, medical, or other qualifying need must obtain formal approval in advance.

Types of Accommodations

  • Religious Accommodations
    Requests must be submitted to the Office of Equity and Civil Rights (OECR) through the official accommodation request process.
  • Medical or Accessibility Accommodations
    Requests must be submitted to the Office of Accessibility and Disability Services (OADS) through the official accommodation request process.

Requirements

  • Accommodations must be approved in writing by the appropriate office prior to booking travel
  • A copy of the approved accommodation must be attached to:
    • The travel request, and
    • The expense report
  • Accommodations will be reviewed as part of the travel approval process

Contact Information

For questions regarding medical or accessibility accommodations:

Key Reminder

Failure to obtain approval in advance may result in the denial of associated expenses.