At UMBC Travel, our primary goal is to process your travel reimbursements as quickly and efficiently as possible. To ensure minor policy issues do not delay your payment, we utilize a streamlined deduction process for small unallowable expenses.
If an expense report includes minor non-reimbursable items—such as Maryland (MD) Sales Tax, a small donation, or a mini-bar charge—Travel Specialists are authorized to automatically deduct these expenses up to a cumulative total of $50.00 per report. Instead of returning your entire submission for correction, the specialist will simply reduce the approved amount on the specific non-reimbursable line items. This allows the compliant portion of your report to continue through the payment process without interruption.
Whenever an adjustment is made, you will receive an immediate email notification detailing the exact changes.
The Process: Step-by-Step
Step 1: Review and Adjustment When your expense report is submitted, a Travel Specialist reviews it for policy compliance. If they identify non-reimbursable items that total a cumulative amount of $50.00 or less, they will automatically deduct that amount from the specific line item(s). Your entire report will not be returned to you.
Step 2: Immediate Notification As soon as an adjustment is made, you (the Traveler), your Arranger, and your Approver will receive an email notification clearly outlining:
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The exact amount deducted.
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The specific line item(s) impacted.
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The policy reason for the deduction.
Step 3: Uninterrupted Reimbursement Because the report was adjusted rather than returned, the remainder of your compliant travel expenses will continue through the approval and payment process immediately.
Step 4: Disputing a Deduction (Optional) If you believe a deduction was made in error, or if you have a documented policy justification for the expense, you have the right to dispute it. Simply reply directly to the notification email within 5 business days with your explanation. If your justification is approved, the Travel Office will assist you in submitting a supplemental Expense Report to claim the deducted funds.
Expense Deduction Guide
Not all issues can be resolved with an automatic deduction. Below is a quick guide on what can be adjusted versus what will still require your report to be returned for correction.
What Can Be Automatically Deducted (Up to $50 Cumulative)
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Maryland (MD) Sales Tax
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Donations
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Personal room charges / Mini-bar purchases
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Alcoholic beverages
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Clerical errors
What Cannot Be Deducted (Requires Full Report Return)
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Missing receipts
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Standard seat upgrades without an accommodation letter
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Any unallowable expenses exceeding a cumulative total of $50.00
Click here to download the full SOP