When traveling on behalf of the University of Maryland, Baltimore (UMB), it’s essential to understand the types of miscellaneous expenses that are allowed and those that are not. UMB follows specific guidelines for reimbursing travel-related costs, ensuring that university funds are used appropriately and efficiently. Below is a breakdown of allowable costs and the receipts required for reimbursement, as well as expenses that are not eligible for reimbursement. By adhering to these guidelines, travelers can help maintain compliance with UMB policies and facilitate smooth processing of travel expenses.

Receipt Required:

• Ground transportation to and from airports, railroad stations, hotels and meeting places: Taxis, shuttles, etc. (Hotel or conference-facility courtesy transportation should be used when available. If a taxi is used, include the purpose on the receipt.)
• Parking lot Parking fees (Low-cost, long-term parking lots should be utilized when available.)
• Bridge or highway tolls (EZ Pass statements may be submitted in lieu of a receipt)
• Telephone calls for transportation, hotel reservations, and other travel arrangements
• Telephone calls allowing travelers to stay in reasonable contact with their office or family
• Laundry/valet services (when employee is required to be in Travel Status over one week)
• Registration fees charged for attendance at conventions, conferences and workshops, not paid in advance by UMB
• Visas/Passports (For international travel only. Obtain for purpose of Business Travel after to Travel Request approval.)
• Inoculations or other required prophylactic medicines
• Photographs for travel documents
• Travelers checks fees
• Internet services to conduct university business 
• GPS units in rental vehicles. (Subject to Operational Unit discretion when there is a business purpose which clearly indicates a need for such a device, such as travel to multiple locations in an unfamiliar location. Generally, GPS units should not be reimbursed for conference travel where adequate directions to reach hotels are provided and shuttle services are available for use.)
• Airline fees for extra leg room requests 
• Airline fees for early check-in
• Airline baggage fees
• Business Center costs up to $50 – administrative services for business purposes such as copying and faxing documents, etc. (Excess charges must be submitted on a PUR02.)

Without a Receipt: 

• Parking meters 
• Tips for drivers, porters, bellhops and maid service- must be reasonable in relation to the expense or service 

• Travel expenses for relatives, friends, companions, or pets.
• Childcare, pet boarding, or house-sitting expenses.
• Travel expenses incurred for personal convenience or preference, or otherwise not required to fulfill the business purpose of the travel.
• Fees incurred to fulfill personal requests (e.g. aisle seat).
• Magazines and newspapers.
• Personal entertainment (includes, but not limited to movies, saunas, massages, etc.).
• Commute Mileage.
• Hourly parking at airports and train stations.
• Fees for wait times, fines, traffic citations, parking tickets.
• Additional car insurance. 
• First class airfare
• Airfare purchased using frequent flyer miles.
• Additional flight insurance. 
• Lost baggage
• Travel upgrade fees.
• Airport lounges and day rooms.
• Airline, car, and travel card membership dues and club fees.
• TSA Precheck registration and similar services.
• Lost or stolen tickets, cash or property.
• Costs incurred by unreasonable failure to cancel transportation or hotel reservations.
• Room upgrades.
• Fees related to hotel late check-out for personal reasons.
• Food, beverages, and snacks in excess of per diem meal rates.
• Alcoholic beverages.
• Expenses for travel reimbursed to the traveler or directly paid by the UMB Foundation, an Affiliated Entity, or any other organization (e.g. host organization).
• Nonemployees Only: Personal meals for one-day trips. However, a business meal may be reimbursable. A business meal is a meal for one or more UMB Employees with one or more nonUMB Employees generally held in a restaurant where the business purpose is clearly identified. Refer to the UMB Policy on Food and Business Meals Expense and FS Procedure – Food and Business Meals Expense for additional guidance.