Student Travel

To provide guidance for students and schools, academic units, and other UMB Operational Units with preparing for and implementing travel undertaken by a student for UMB academic purposes.

These guidelines apply to travel that is undertaken by a current student, which is a person enrolled in a UMB academic program. It applies to Student Academic Travel, which is defined as travel undertaken by a student for academic study or other UMB academic purposes. 

What is Student Academic Travel?

The UMB Policy on Student Academic Travel defines Student Academic Travel as traveling for academic purposes which includes:

  • travel and activities where credit is awarded, or degree requirements are fulfilled
  • travel and activities associated with sponsored research
  • travel and activities arranged and/or led by UMB and paid for with UMB or UMB Foundation funds

Examples of Student Academic Travel include study abroad, course trips, clinical rotations, field placements, participation in sponsor-funded research, and participation in academic conferences.

Student Academic Travel can be funded solely by the student or funded in part or in whole by UMB Funds, UMB student organization funds, the UMB Foundation, or external funds such as professional societies. 

What is NOT Student Academic Travel?

A student who is undertaking non-academic travel and self-funding that travel generally does not fall under the UMB Policy on Student Academic Travel and will not have need of these guidelines.  For example, it does not apply to personal travel, such as spring break vacations or personal side trips in conjunction with UMB-related travel.

Travel undertaken by "Enrolled Employee Travelers"

“Enrolled Employee Travelers” are defined as Student Employees (GRAs, URECFit employees, etc.) and employees (regular and contingent staff and faculty) who are UMB students.

In cases where the Enrolled Employee Traveler is engaged in Student Academic Travel, the employee cannot be paid wages while on Student Academic Travel and should take leave from their position.

If the Enrolled Employee Traveler is engaged in Student Academic Travel and is paid wages while on Student Academic Travel, the employee is deemed to be on Business Travel and is

subject to the UMB Policy on Business Travel and Procedures for UMB Employee Business Travel.

All employees are responsible for getting permission from their supervisor to take any necessary time off for travel.  Enrolled Employee Travelers deemed to be on Business Travel as indicated above must obtain the required approvals as described in the Business Travel Policy and Procedure prior to making travel arrangements.

Student Academic Travel Combined with Personal Travel

Pursuant to the UMB Policy on Student Academic Travel, UMB has specific requirements for student academic travel that is combined with Personal Travel, which is defined as any travel undertaken by a student for personal reasons, and which includes, but is not limited to:

  • Personal side trips
  • Vacation travel
  • Adding extra destinations while traveling between their country of residence and the country where travel for UMB Academic Purposes is being conducted
  • Extending the duration of the trip (earlier departure and/or later return) for personal reasons
  • Other travel related to participation in academic programs sponsored by another university or organization not linked to UMB

Expenses for Personal Travel: If funds are disbursed to students using the Concur or Non-PO payment mechanisms, expenses for any portion that represents personal travel must be clearly identified, documented, and excluded from any UMB payment request. Failure to provide separate and clear documentation of the cost differential may result in the disallowance of the entire cost.

Determining when Personal Travel ends and Student Academic Travel begins:  If the student includes Personal Travel on the way to the destination where the student is traveling for academic purposes, UMB deems the student’s engagement in the UMB academic activity as starting once the student arrives at the destination. Similarly, if the student includes Personal Travel during the return from the destination where the student traveled for academic purposes, UMB deems the student’s engagement in the UMB academic activity as ending once the student departs that academic travel destination.

Example: If a student wants to spend 4 or 5 days in Istanbul before going to Tel Aviv, only the route from Istanbul-Tel Aviv is considered UMB-related. If the student wants to spend 4 or 5 days in Istanbul on their way home, only the first leg of their trip is considered UMB-related travel, and they are “on their own” from Istanbul to the USA or other destination.

Student Safety and Security on Student Academic Travel Outside the U.S.

Pursuant to the UMB Policy on International Student Travel, whether part of international group travel or solo travel, each student is required to complete the student version of the International Traveler Attestation Form with Risk Acknowledgement (see Global Hub), obtain International Operations (IO) approval to travel to a high-risk destination, and register with International SOS. In the context of international group travel, the Operational Unit or faculty, staff, or student lead should advise IO as to who will be the primary point of contact for Safety and Security matters.

Paying for Student Academic Travel

UMB is committed to making travel accessible to all students, in line with the 2022-26 Strategic Plan “Global Engagement and Education” goal, which pledges to provide students the opportunity and institutional support to engage in global learning.

Do Students Need to go through Concur?

If the student traveler is using their own money, using an advance paid by UMB funds, or using UMB funds transferred directly to their student account and not seeking reimbursement, Concur does NOT need to be used. Such students can contact the Travel Leaders travel agency if they want, but they would not be eligible for the UMB contracted rates. If departments are seeking to reimburse students, the only method is Non-PO payment (see below).

If UMB funds are being used, there are 3 mechanisms:

The “Traditional Process” – Pay for Students Expenses through Concur  ▾
UMB collects student information and books specified costs (hotels, flights, conference registrations, etc.) on behalf of students before travel.

Administrative Burden: Travel Administrator must support students through the process, which includes gathering detailed and individualized student information to use in Concur travel system.

Pros: Students get institutional support and logistics are completed prior to travel. Schools have more oversight and information about their student travelers.

Con: Payments can only be applied to costs that can be paid upfront (airfare, lodging, and rental cars charged directly to UMB), as non-employee students cannot access Concur to gain reimbursements. 

Tax Implications: If a student employee must submit an expense report, any expense report submitted 60 days after the return date becomes taxable.

Steps: 

  1. Students who do not work for UMB are considered non-employees and travel administrators should arrange travel in accordance with UMB policy on UMB sponsored non-employee travel. See this webpage for links to Concur trainings, particularly “Creating a Travel Request as a Delegate Employee or Non-Employee.”
  2. Travel Administrators will arrange all travel logistics on behalf of students using this mechanism which means a Travel Administrator must be identified to help individual student travelers or those traveling in a group. For international travel, students must complete all steps on the Student International Travel Information page on the Global Hub. An International Attestation Form must be attached to the Concur travel request.

Non-PO Payment ▾
Students are sent a set amount as a “Non-PO payment.” The Non-PO payment can be sent in advance of travel, or as a reimbursement after travel (in which case receipts are needed). Students do not go through Concur under this process (this may be different for student employees; see above.)

Administrative Burden: Travel Administrator: Medium – Collecting and submitting W-9s/W-8s and supporting documentation to school/departmental Finance Team.

Pros: Assuming documentation is submitted and processed correctly, students get funds directly to their bank accounts/addresses via check in 6-8 weeks.  Additionally, Non-PO payments can be submitted 6-8 weeks prior to travel. 

Con: If any paperwork is submitted or processed incorrectly, delays for payment can be upwards of 4-6 months.  If students have elected to receive a check in the mail, students must retain access to the address on their submitted W-9/W-8 until the payment is delivered. 

Tax Implications: Stipends (Non-PO payments sent prior to travel) are considered taxable.

Steps: 

Reminder: Non-PO payments can be done as reimbursements or paid prior to student travel. If a Non-PO payment is done as a reimbursement after travel, all receipts must be submitted as supporting documentation for successful processing.

  1. If the Non-PO payment is being sent prior to travel, it should be submitted 2 months in advance, but not earlier.
  2. Travel administrators must attach a letter on departmental letterhead with specific details of the trip (stipend amount, dates, purpose, etc.). Below is template language.
  3. Students must submit current W-9s – with an address that is available to receive a check – to the travel administrator.
  4. Students can also sign up for Direct Deposit with the State of Maryland to receive the stipend in their bank account. It is recommended to do this as soon as possible since it can take 6-8 weeks to process. If it is not processed by the time of disbursement from the State, students will receive a paper check to the address on the W-9.

Template language:

Dear Student Name,

Congratulations! You have received a travel stipend of $_____ through [department/program]. These funds have been made available through [department/program]’s FY__ budget to support student academic travel.

The purpose of this stipend is to cover expenses [e.g., airfare, registration fee, accommodation costs] associated with [trip details, more specific is better, e.g., traveling to present at the CUGH Conference in Los Angeles March 6-10, 2024].

If for any reason you are unable to undertake the above travel, you will be responsible for reimbursing the stipend to the [department/program].

 

Awarding Funds as a Refund through Financial Aid ▾
Travel administrators send student names and IDs to Financial Aid, as well as the SOAP-F to draw funds from and a name for that SOAP-F (e.g., Global Scholar Program). As long as students’ tuition bills are paid up, they will receive the money as a refund deposited directly into their bank accounts. Financial Aid sends instructions to students about how to do this. Travel must be arranged directly by students and Concur does not need to be used.

Administrative Burden: Low: Collecting student IDs and coordinating with Financial Aid.

Pros: Funds are applied quickly and directly to student bank accounts. 

Cons: Some individual students may need to settle their tuition bill before being able to receive the funds.

Tax Implications: Travel awards will appear on students’ 1098-T like other financial aid awards. 

Steps/Reminders: 

  1. Email student names and IDs to Patricia Scott/the Financial Aid team.
  2. Indicate what SOAP-F to draw funds from and ensure the SOAP-F has a specific name.
  3. Financial Aid will review the names and let travel administrators know if any transfers may be delayed (implying tuition balances are not yet paid).
  4. Student awardees will have gone through an application process or be part of a for-credit class and will be required to complete deliverables. This provides accountability to the process and assures awards will be used for the intended purposes.
  5. Financial Aid is not responsible for getting back the money if a student ultimately does not undertake the travel. The travel administrator/faculty member will follow up with the student in this situation.