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FINANCIAL SERVICES

Obtaining Travel Expense Reimbursement

The university will reimburse faculty and staff for business travel expenses on the basis of a properly prepared request for reimbursement which is signed by the traveler and approved by the traveler's Authorized Budget Signature.

The following information is presented to assist you in obtaining reimbursement:

1. When to file

2. How to complete the request

3. How to handle and present receipts

4. What are the Signature requirements

5. Where does the request go

6. When and how reimbursement will be received

For assistance, contact the Travel Office: 410-704-5421.

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1.  When to file

  • Submit request within five days of return from the trip if the traveler has received an advance from the Business Travel Office.
  • Otherwise, the traveler should file as soon as possible to ensure prompt reimbursement.

2.  How to complete the request

  • Basic instructions include:
    • Itemize expenses daily.
    • Stay within published meal rates.
    • Use the mileage worksheet to calculate mileage expense.
    • Complete trip start and end times. This determines meal eligibility.
    • Obtain all required approvals.

Take care to complete the request accurately to ensure reimbursement can be distributed to you on a timely basis.

3.  How to handle and present receipts

For reimbursement, travelers must obtain receipts that will document all travel expenses claimed with the possible exception of meals and gratuities.

  • Hotel receipts must be itemized, and meals charged to the room should be recorded separately from hotel charges. Credit card receipts do not satisfy this requirement.
  • Meal receipts are not needed when claiming the per diem amount. When the actual meal cost is requested, an itemized receipt is required.
  • Airfare/train documentation should include the passenger copy of the ticket and boarding passes when available.
  • Tape small receipts to a separate sheet of paper.
  • If receipts are lost or cannot be obtained (such as parking meters and toll coin baskets), provide a written explanation.
  • Foreign travel: Record the rate of currency exchange in effect at the time of travel on each receipt and show how the reimbursement amount was calculated. Provide English translation of any receipts written in a foreign language.

4.  What are Requirements for Signatures

  • The traveler must certify that all information provided is "just and correct".
  • The request must go through the appropriate approval paths for Authorized Budget Signatures

5.  Where Does the Request go:

The Business Travel Office located on the 4th floor of the Administration building at 7720 York Road will receive, review, and process all documents related to your trip. .

  • Business Travel Office Service Counter Hours:

  Monday afternoons, 1 to 4 pm

  Tuesday & Wednesday, full day, 8:30 am to 4 pm

  Thursday & Friday mornings, 8:30 am to 12:30 pm

  

  • Petty Cash Service Counter Hours (Payroll Office):

  Monday & Tuesday afternoons, 1pm to 4pm

  Wednesday, Thursday, Friday mornings, 8:30 am to 12:30 pm

   Note: Please wait to receive an email pick up notice before arriving at a petty cash counter.

6.  When and How Reimbursement will be Received

The Business Travel Office is responsible for verifying that your request is properly completed and approved, that expenses claimed are documented in compliance with the University Travel Policy.

The traveler will be notified by the Business Travel Office of any problems preventing the processing of the reimbursement request (missing receipt, missing approval, etc.). Reimbursement cannot be issued until all problems are resolved.

Method by which the traveler is reimbursed depends upon how travel expenses were paid:

  1. If the traveler received a travel advance, a reimbursement "settlement" check is issued by the Business Travel Office.
    • Check is printed in the Business Travel Office for the amount of expenses claimed less any advance received.
    • The traveler will be contacted when the settlement check is available for pick-up in the Business Travel Office. (usually 7 - 10 working days on average assuming voucher is properly completed).
  2. If the traveler used personal cash only to pay for travel expenses and the reimbursement amount is over $100, a reimbursement check will be mailed to the traveler's home address; or, if the traveler receives payroll funds by direct deposit, the expense reimbursement will be received through direct deposit.
    • Check/Funds issued by the State Treasurer's Office in Annapolis.
    • Process takes 2 - 3 weeks on average.
  3. If the traveler used personal cash only to pay for travel expenses and the reimbursement amount is less than $100 (petty cash limit), the traveler has the option to choose reimbursement in cash or by check/direct deposit.
    • Check/Direct Deposit: traveler will received the reimbursement check from the Treasurer's Office in Annapolis; or, if the traveler receives payroll funds by direct deposit, the expense reimbursement will be received through direct deposit. The process takes 2 - 3 weeks.
    • Cash: traveler will be notified when the cash is available for pick-up at his chosen site. The cash pick-up process takes 5 - 7 working days.
      • The Bursar's Office Payment and Rebate Check Disbursement Center in the Enrollment Services Building, Room 336. Or,
      • The Payroll Office Service Window in the Administration Building, 4th floor

      Petty Cash Service Counter Hours (Payroll Office):

        Monday & Tuesday afternoons, 1pm to 4pm

        Wednesday, Thursday, Friday mornings, 8:30 am to 12:30 pm

  

Note: Please wait to receive an email pick up notice before arriving at a petty cash counter.

 

 

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410-704-4444

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410-704-2134

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410-704-NEWS (6397)

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