This section covers airfare, mileage, parking, car rentals, insurance, and taxis. Travelers are expected to purchase the least-expensive logical fare via the most direct route. Arrangements that exceed reasonable fares require written justification to support the additional costs. Payment requests for unreasonable or excessive costs may be denied. Read the Policy and the Procedures for details on allowable costs and reimbursement requirements. For additional help please email help@umaryland.edu.

Airfare | Car Rentals | Mileage | Parking | Ride Share

Airfare be booked in Concur [link to concur] or book with the travel agency. UMB reimburses the lowest cost of returning from the location or your actual return city. 

As a general guideline, UMB will only reimburse the cost of economy or coach for business class flights that do not have prior approval. If first-class travel is approved, reimbursement is limited to the cost of business class. Additionally, for domestic travel, business class reimbursement requires a signed medical statement from a healthcare provider, as international travel approvals do not apply to domestic trips.

Non Reimbursable 

Travel to other countries for personal reasons is not reimbursable. For longer personal trips (e.g., 8 weeks), no airfare is reimbursable as it’s considered primarily personal.

Booking with the travel agency

If a companion accompanies a UMB Employee or non-employee, the traveler can book with the travel agency and the travel agency will bill UMB for the traveler’s airfare, but the airfare for the companion must be paid using a personal credit card at the time of booking.

Changes in Itinerary 

To extend your trip UMB reimburses the lower cost of returning from the location or your actual return city. Travel to other countries for personal reasons is not reimbursable.

For emergency changes, contact the travel agent. If personal, use your personal credit card. If work-related, inform the travel agent and your Travel Administrator.

Depending upon the location, rental car companies may require the primary driver to be at least 25 years old and hold a major credit card. Discount rates can be found here. 

Rates should include unlimited mileage, but ALWAYS VERIFY this at time of rental.

Alamo, Avis, and Budget rates should include a collision damage waiver, but ALWAYS VERIFY this at time of rental.

UMB employees renting a vehicle should check the Procedure on Business Travel for UMB Employees and the  Office of Risk Management for insurance coverage.  Nonemployees should check the Procedure on Business Travel for Nonemployees.

The use of a personal vehicle will be reimbursed at the Mileage rate in effect at the time of travel.  Current rates are published on the OOTC website.  Mileage will not be reimbursed for trips less than one mile each way.  Mileage should be rounded up or down to the nearest whole mile.

Commute mileage must be subtracted from the total business mileage if the trip occurs on a regularly scheduled workday and begins or ends at a location other than the primary worksite.

Travelers must utilize low-cost, daily or long-term parking facilities when available.  Hourly parking facilities and valet parking will be reimbursed at the lower, daily rate.  Receipts are required. 

Expenses incurred for parking meters and pay-as-you-park stations located at the travel destination may be reimbursable.  Expenses should reasonably correlate to the time and length of the meeting, presentation, etc.  Receipts are required.