Accounts Payable & Travel


Holloway Hall
Per Diem Meal Rates and Vehicle Use

Hotels, Meals, Misc. Expenses
Use of Institutional and Personal Vehicles

Hotels, Meals, and Misc. Expenses

A. The cost of hotel accommodations will be reimbursed on the basis of original hotel folio receipts. Only the cost incurred for a single room rate will be reimbursed to the employee. Any overage above the single rate will be the personal responsibility of that employee.

Hotel reservations should also ensure that the rates are reasonable and appropriate for the area. Travelers should also utilize state government or corporate rates when available, providing they are less expensive.

Current standard per diem meal rates without receipts:
                                                       Breakfast    $ 8.00
                                                       Lunch           10.00
                                                       Dinner          24.00
                                                             Total     $42.00


Current high cost per diem meal rates with detailed receipts:
                                                       Breakfast    $10.00
                                                       Lunch           11.00
                                                       Dinner          26.00
                                                             Total     $47.00

For a listing of high cost metropolitian areas select click here.

Any representative of this university, on travel status, should not request reimbursement for any amount(s) not spent. Nor should any employee ask for reimbursement of a meal (s) not consumed or for any meal included with a registration fee. 

Foreign travel is reimbursed at actual cost with original receipts or at the applicable U.S. Department of State Meal and Incidental (M&IE) rate without receipts. Please contact the Accounts Payable Travel Office for this applicable rate. The USM Board of Regents will review these rates biennially.

Please note: A partial day’s travel is eligible for the appropriate meal (s) consumed when travel time encompasses a period of two hours before and/or two hours after one’s normal work day.

Under no circumstance will lunch be reimbursed on a one day trip unless both of the above criteria are met. An employee would need to work a minimum of 12 hours plus a lunch period of at least 30 minutes to be eligible for lunch reimbursement (i.e...start 6 a.m., returned back to campus 7 p.m. or later with the normal work day occurring between 8 -5 p.m. with a lunch hour taken into consideration). These departure / arrival times must be clearly indicated on any expense account presented. 

C. Work-related small miscellaneous expenses such as parking fees, tolls, small supplies, and the like are reimbursable. Original receipts will be required for all miscellaneous reimbursements. An expense account, along with all original receipts, should be filed for any type of reimbursement in excess of $5.00. For some reimbursements less than $5.00, simply present your original receipt (and in some cases a signed expense account) with the department head's signature and account code, to the Cashier's Office for immediate reimbursement. Remember, this type of reimbursement does not include any type of out-of state travel expense, telephone calls, or food items.

D. Porter and bell person baggage handling fees will be reimbursed at the rate of $1.00 per bag for a reasonable number of bags (no receipt necessary but a personal certification will be required).

Institutional funds may not be used for the purchase of alcoholic beverages or additional flight insurance.

Use of Institutional and Personal Vehicles

State vehicles may only be driven by SU authorized personnel and only when acting within the scope of their public duties. A volunteer may be considered authorized personnel only when he or she is engaged in providing a service to the institution, is not paid by the institution, and is providing the service as part of a formal volunteer program. 

Any person driving a State-owned vehicle must have a valid driver's license, comply with all traffic laws, and obtain approval, in advance, as required by USM and SU's policies and procedures governing the use of its state vehicles.

Each department (other than ‘Self-Supporting’ areas) receives a separate Motor Pool Budget each fiscal year and state vehicle usage will be charged to this budget monthly. Vehicle usage for all Self Supporting areas (grants, auxiliary, and agency fund accounts) will be charged directly to the departmental operating budget. The charge for state vehicle usage is $.2925 per mile.

Effective January 1, 2014, personal vehicle usage will be reimbursed at the rate of $.56 per mile if a state vehicle is not available for use; reimbursement of $.28 per mile will be paid if a state car is available and you choose not to use it (this reimbursement will require your department head’s budget approval).

Where a car rental is deemed necessary, the institution expects the lease of the least expensive car which will accommodate the trip's requirements.

Employees will not be reimbursed for Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) car rental insurance coverage within the 50 states.  An employee, of course, may purchase the CDW or LDW at his/her own expense.  Vehicles rented to the State are covered for liability under the Maryland Tort Claims act.  SU will be responsible for the first $1000 of damages (the deductible) if an accident occurs within the 50 states.

However, an employee traveling outside the United States should agree to the CDW/LDW and will be reimbursed for the cost.

When signing the rental agreement, the renter must include their name, USM/SU, and the State of MD.

Reimbursement will be by expense account and original rental car agreement only.

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