Expense Account Signature Requirements
Foreign Travel Per Diem Rates
Hotel and Miscellaneous Expenses
Incomplete Expense Accounts
Maryland C.O.M.A.R. Travel Regulations
Travel with Spouses
Use of Institutional and Personal Vehicles
State of Maryland Expense Account Forms
To view or print expense account forms and
instructions, please visit Travel
Forms & Instructions.
Pre-approval is required for all out-of-state travel
at least 30 days prior to the trip or before any
expenditure may be pre-paid. An out-of-state travel
request will not be required for a one (1) day trip (no
lodging) within driving distance. All UMS business
conducted in the "Washington, D.C. Metropolitan Area"
will now be considered in-state travel (even if lodging
An out-of-state travel request should always be filed if
the travel is work related and occurs during a normal
work period even though this institution may not be
reimbursing any funds for the trip. This action would
cover the employee, in the event of an accident, that
may occur while on work related business.
All in-state and out-of-state travel must be approved at
the department and the dean or vice president level
Requests for prepayment of conference registration fees
should be submitted 3-4 weeks in advance of any
deadline. All pertinent conference registration
materials must be submitted with either the
(PDF) or the
Conference Travel Registration Purchase Order
(Word), which is available as a Word document.
In lieu of departments no longer having access to
purchase orders, the Accounts Payable Travel Office has
initiated its own Conference Travel Registration
Purchase Order. The new purchase order is to be used for
all in-state travel conference registration fees.
Completed registration forms for out-of-state travel
must be submitted with a completed SU Out-of-State
Travel Request Form (GADX3). If a purchase order number
is required to pre-register, a Conference Travel
Registration Purchase Order must be submitted to the
Each registration form will be individually reviewed by
the Travel Office and a determination made (at that
time) as to the method of payment required. The Travel
Office will determine whether a conference registration
payment will be by the SU procard, a direct billing from
the vendor, regular pre-payment processing through the
Accounts Payable Office and the State of MD Treasury or
by a petty cash check. In all cases, the registration
form will then be submitted to the vendor from the
Registration fees paid by individual travelers are
reimbursed by submitting a SU Expense Account form to
the Travel Office, along with an original receipt of
Please note: Conferences generally send confirmation of
registration. The Travel Office recommends that if you
do not receive a confirmation, you should contact the
conference directly or the Travel Office to verify any
registration before traveling to the conference.
Registration Purchase Order
Sample - Completed Conference
Travel Registration Purchase Order
SU personnel should ensure that all arrangements are
reasonable and appropriate and be alert for
possibilities to obtain air, hotel and rental car
services at discount rates available for government,
corporate, the University of MD System or Salisbury
University employees. Travelers are expected to make
advance bookings via the most direct route and the least
expensive logical coach fare.
Please contact SU’s Accounts Payable Travel Office for
procedures and instructions regarding ticketing,
reservations, etc. and specific vendors who can
accommodate charging our American Express Business
Travel Account and provide special discounts before
committing university funds.
Employees are requested to have their air/rail travel
charged to the university’s American Express Business
Travel Account. In order to utilize the BTA charge
process, we have instituted the following procedure for
individuals to use when booking air/rail fares:
In order for any employee to charge his/her domestic airfare or train
fare, this office must have an approved out-of-state travel form on file
in our travel office;
The travel vendor will then contact this office for an official
authorization to use the “BTA” and we will in turn fax the air/rail
approval to that vendor;
This office will not authorize any BTA charge unless your approved out
-of-state travel form is on file in the travel office and the approved
amount will cover the entire air/rail fare.
We currently allow three (3) local vendors the American Express Business
Travel Account charge privileges. They are as follows:
Hall's Tidewater Travel
Please note: Due to the airlines lowering the commission structure on
airline tickets written by travel agents, some agencies feel it
necessary to recoup this lost commission by adding a fee to each
customer airline ticket. The rates vary by agency. Please contact this
office for more details and updates on fees or if you do not chose to
select one of the indicated agents.
Also, any employee can still pay for his/her own air or rail fare but will
not be reimbursed until after the trip. The employee would then have to
file an expense account, along with the "original passenger coupon
receipt" or "electronic ticket" to be reimbursed. Travel
itineraries are not acceptable.
In the event of changed plans, cancellation and other penalties will be
paid by this institution provided the cancellation or change was made
for the convenience of the institution or was of an emergency nature
affecting the traveler and approved by the Vice-President of
Administration and Finance. Reimbursement will be by expense account,
justification and original receipt only.
Hotels and Miscellaneous 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
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.
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
U.S. Department of State Meal and Incidental (M&IE) rate
without receipts. The USM Board of Regents will review these rates
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.
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
Motor Pool policies and procedures for
Salisbury University fleet vehicles can be found at:
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.
Mileage Reimbursement Rates
Effective January 1, 2015 personal vehicle usage will be
reimbursed at the rate of:
per mile if a state vehicle is not available for use.
$.2875 per mile if
a state car is available and you choose not to use it.
requires the approval of the budget administrator.
Where a car rental is deemed necessary, the institution
expects the lease of the least expensive car which will accommodate the
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.
Travel with Spouses
This institution will not reimburse any
travel related expenditure resulting from a spouse
traveling with the employee. Each employee will be
responsible for maintaining a record of his/her
Contracted or invited special guests to this agency may be reimbursed for
all logical and reasonable travel expenses. Any reimbursable request
must follow the same guidelines as outlined for employees in Sections 2
(Reservations and Ticketing), 3A & 3C (Hotels and Other Expenses), and 4
(Use of Institution and Personal Vehicles). Any meal(s) consumed may be
reimbursed at 100%, provided an original, detailed receipt is submitted
along with his/her expense account form. Please keep in mind any room
service charge included on a hotel bill is not considered an adequate
meal receipt nor is a credit card charge voucher. A separate meal
receipt will be required for 100% reimbursement. Otherwise, the
“standard per diem” cost will be reimbursed. This reimbursement rate
does not apply to candidates being interviewed (see separate policy for
Meal reimbursement rates for contracted or invited guests can be at the
discretion of the approving department but are subject to the above
An employee's lunch is not reimbursable if lunching with a contracted or
invited special guest on a normal work day.
An employee's dinner is not reimbursable if dining with a contracted or
invited special guest unless the dinner can be justified, approved as a
"business dinner" after normal work hours and be approved by a Dean or
Vice President. The reimbursable amount for a business dinner will be
the USM/SU “standard per diem” rate only.
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