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 travelhelp@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.

Discount rates for car rentals are available for most vehicle sizes. Rates also may vary depending upon regional pricing. Tax and surcharges may be added at certain locations. Always check UMB's discount program against any special promotional rates that may be offered at your renting location. Discount numbers should be given at the time the reservation is made. Use of discount codes is for UMB business travel only.

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.

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.

Non-employees and employees traveling on non-working days, such as weekends or holidays, are not required to subtract commute miles when submitting mileage for reimbursement. However, employees must provide mileage printouts for each trip, even if traveling to the same location frequently, as auditors need documentation to verify the actual mileage from the starting point. Relying on pre-listed mileage without adjustments may lead to inaccuracies.

For those struggling to calculate mileage, detailed examples are available on page 10 of the Procedure PDF. If additional assistance is needed, travelers can email travelhelp@umaryland.edu with questions. Additionally, Travel Administrators should confirm the accuracy of reimbursement claims, particularly when employees list UMB as their departure point without visiting the campus.

If you lose your parking receipt, submit an approved Missing Receipt Certification Form through the eTravel System. Parking expenses at a different facility from your assigned one, such as Greene Street or non-24-hour garages, are not reimbursable. If your regular parking garage doesn't offer 24-hour access when traveling, you can arrange temporary parking through Parking and Transportation Services.

Parking expenses must align with available options, such as using the included hotel parking for conferences. For airport parking, only the daily rate is reimbursable; any additional costs, such as using hourly lots for convenience, are the responsibility of the traveler. For further questions, email travelhelp@umaryland.edu.

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