Travel Request Form

A Travel Request Form (TR) is needed for some types of trips. Use the table below to see if your trip requires a TR. For employees, a travel request form is required for out-of-state day trips, in-state overnight trips, out-of-state overnight trips, and international trips. Non-employees only need a travel request form for international travel, or if the trip is booked through UMB’s Travel Agency, or includes a car rental.

Even if a travel request form is not required for some trips, departments can still ask non-employees or others to fill one out. For example, some departments might require all travelers to complete a TR, even if the trip is short or within the state.

Even if another organization is paying for an employee’s travel costs, a travel request form still needs to be completed. This keeps a record of the approved time away from work and can be used if any insurance claims are needed.

Non-employees whose travel costs are paid by their employer do not need a travel request form, as long as UMB is not paying for their expenses.

When a Travel Request Form is Required

Trip Employee Non-Employee
In-State Day No No
Out-of-State-Day Yes No
In-State Overnight Yes No
Out-of- State Overnight Yes No
International Yes Yes
Booked through UMB Travel Agency Yes Yes
Includes Car Rental Yes Yes

 

In-State vs. Out-of-State 

“In-State” travel means going to any location in Maryland or Washington, D.C. “Out-of-State” travel means going to any other state in the U.S., and “International” travel means going outside the U.S.

Repeated Trips

A blanket travel request form can be used for repeated trips where the details stay the same. This includes trips with the same traveler, starting point, destination, purpose, and funding source. Blanket travel request form cover trips for up to 12 months and must be renewed each year. The same funding source used in Travel Expense Forms should match the one listed on the approved blanket travel request form.

For employees who travel often, such as making regular trips to Pennsylvania for work, a blanket TR can be filled out to cover multiple trips at once. This makes it easier because you won’t need to fill out a new TR for every trip.

Group Travel

If a group is traveling together, such as both employees and non-employees going out of state, it’s a good idea to fill out a travel request form for everyone. This helps with insurance coverage and keeps records clear, especially if you're asking for funding for travel expenses.

If you need more help or have questions, you can contact the UMB Travel Office by emailing help@umaryland.edu.