Lodging

UMB covers lodging expenses based on the standard room rate, as shown on submitted receipts, following the Financial Services Procedures on Business Travel. For Hotels in the Baltimore Area please see Hotels.

When Lodging is Allowable

Lodging for overnight stays is allowed under certain conditions. Use the table below to check if lodging is eligible:

Condition Night Before Event Night After Event
Destination is over 50 miles from the traveler’s starting point (after subtracting commute miles for employees, not for non-employees) Yes Yes
Event begins before 8 a.m., and the traveler is in travel status for at least 12 hours Yes No
Event ends after 8 p.m., and the traveler is in travel status for at least 12 hours No Yes
Traveler meets both above conditions (event before 8 a.m. and after 8 p.m.) Yes Yes

Reserving Rooms

UMB will only pay for the standard room rate and related taxes. Any additional charges, such as for personal preferences, must be paid using personal funds or external sources.

UMB Funds include all funds managed by UMB, like state funds, tuition, fees, donations, research grants, and contract revenues.

Travelers should book reasonable accommodations, and avoid luxury or high-cost hotels unless necessary. Review the federal per diem rates and local factors (e.g., events that raise hotel prices) to ensure that rates are reasonable.

If a traveler submits a reimbursement request above the standard room rate, contact the hotel to confirm the standard rate and only reimburse that amount. The traveler is responsible for the difference.

Using a Personal or UMB Purchasing Card (P-Card)

To reserve a room, call the hotel and use a personal credit card. If you prefer not to use a personal credit card, check with your department to see if they allow charges on the UMB P-Card.

  • If the traveler holds the P-Card, they can use it to secure and pay for the room and related taxes. Personal expenses, like internet charges, must be paid with a personal card.
  • If the traveler is not the P-Card holder, obtain a Credit Card Authorization Form from the hotel. This form allows only room and tax to be charged to the P-Card.

The P-Card holder is responsible for ensuring that only approved charges are made. Any unauthorized expenses must be repaid. Failure to follow the policies can lead to disciplinary actions.

A Travel Request (TR) is required whenever the P-Card is used, and receipts must be kept with the P-Card records.

Non-Employees

P-Cards can also be used for non-employee lodging, as long as a Travel Request is completed, even for in-state or out-of-state travel.

Travel Expense Forms

When submitting a Travel Expense Form that doesn’t include lodging costs, indicate how the lodging was paid (e.g., by P-card or third-party organization).  This provides clarification to an auditor and reduces the opportunity for duplicate payments or payments the traveler was not entitled to receive.