Business Travel expenses must follow IRS regulations, the UMB Policy on Business Travel for Employees and Nonemployees and the Financial Services Procedures on Business Travel. Business Travel expenses may be an allowable use of UMB Funds. Below, you'll find the key information on submitting reimbursement requests, allowable expenses, and the process for handling missing receipts or late submissions. For other questions on reimbursement please see the Disbursement Employee Reimbursements.

Business travel expenses must be submitted through the Concur System within 60 days of your return. If submitted after 60 days, the reimbursement is subject to income tax withholding. Requests submitted after six months will not be paid. Please refer to Miscellaneous Allowable Costs for common questions about what can be reimbursement. 

Reimbursement Process

• UMB Employees: Reimbursements are paid through payroll. Check the Employee Reimbursement Schedule for pay dates.
• Nonemployees: Reimbursements are issued by check from Annapolis, typically within two to three weeks after approval by Financial Services.

To check the status of a reimbursement request Log into MyUMB and go to the Concur Travel Icon. From there, you can search for the form by entering the form number or recipient’s name. The Pay End Date will appear if the form has been paid.

If a pay end date isn't visible click Next to view the Form History page, where you can check the Workflow Form Status. If the status is “Executed,” the payment is in progress. If not, check the Transaction Log to see which approval step is pending.

Receipts must be scanned and uploaded into the Concur System. To see what items must have receipts please see Allowable vs Unallowable Miscellaneous Travel Expenses.  

• For employees: Original receipts must be kept within the department.
• For nonemployees: Original receipts should be sent to Financial Services within two weeks of submitting the eTravel form.

If you lose a receipt complete a Missing Receipt Certification Form. Financial Services will review it to determine if it’s acceptable documentation for the expense.

Scenario I: Timely Submission

Lucy attended a conference in New York from March 3 to March 5. She traveled from March 2 to March 8, and her reimbursable expenses include:

• Mileage to and from the airport (minus commute mileage)
• Round-trip airfare ($585)
• Taxi fares with tips ($37 to the hotel and $52 to the airport)
• Hotel lodging for three nights ($1,750)
• Parking at the airport ($72)
• Meals for travel days (75% of $69 for March 2 and March 8)
• Full meal rate for conference days ($69 per day)

Lucy must submit her reimbursement by May 2. Since she cannot find the parking receipt, she needs to complete the Missing Receipt Certification Form.

Scenario II: Late Submission

If Lucy submits her reimbursement on May 15, over 60 days after her return, she will need to complete a Late Submission Form. Her reimbursement will be subject to income tax withholding.