Expense |
Allowable? |
Explanation |
| Airline/Hotel Cancellation and Change Fees |
NO | Except emergencies and for the convenience of the University |
| Airline Early Bird Check-In Fees | NO | |
| Alcoholic Beverages | NO | Alcoholic beverages and associated taxes and tips are not reimbursable. |
| Baggage | YES | As appropriate to support business travel with itemized receipt. |
| Business Materials | YES | University business related while on approved travel, must be reasonable with itemized receipt. |
| Car Rental Coverage Employee Travelers Collison Damage Waiver(CDW/LDW) U.S. Rentals |
NO | State of Maryland is self insured.
(Except when traveling internationally you may claim the CDW/LDW charge.) |
| Car Rental Coverage Non-Employee Travelers Collison Damage Waiver(CDW/LDW) U.S. Rentals |
YES | Only CDW/LDW is reimburseable. |
| Car Rental Coverage | NO | Car Wash, Carefree Personal Portection (CPP), Extended Protecti (EP), Liability Insurance Supplement (LIS), Personal Accident Insurance (PAI), Personal & Accident & Effect Coverage (PAE), Renter’s Liability Protection, Roadside service Plan (RSP), Super Persoanl Accident Insurance (SPAI), Supplement Liability Insurance (SLI), Theft Protection (TP), Third Party Insurance (TPI). |
| Car Rental | YES | GARS, Concession Facility Fee, Vehicle License Fee |
| Exchange Fees | YES | Copy of cc statement if claiming actual charge or print out from Oanda.com for each item. |
| Foreign Meal Per Diem | YES | M&IE Rate Percentages; 15% breakfast, 25% lunch, 60% dinner. |
| Gasoline | YES | Itemized receipt required. Gasoline expense reported with rental car use only. Personal use vehicles must use mileage reimbursement. |
| Gift Cards and Certificates | NO | |
| Gratuities | YES | Must be reasonable. Porterage is $1.00 per bag; Maid Service is $1.00 per day; Meal Gratuities: the tip cannot exceed 20% of food costs or the subtotal. |
| Hotel | YES | With itemized receipt showing paid or balance due of $0. |
| Laundry/Valet | YES | With itemized receipt, when domestic travel exceeds five (5) working days; International travel, laundry is included in the foreign per diem allowance. |
| Meals | YES | Refer to the UMBC Travel Policy and Procedures for specifics. |
| Mileage | YES | Mileage is measured from the closer of the duty station or point of departure to destination and return for travel on days during the employee’s normal work schedule, minus daily commute miles. For travel on days that are not part of the employee’s normal work schedule, actual mileage is reimbursable. Non-employees will be reimbursed for actual mileage driven. |
| Parking | YES | Reasonable, with an itemized receipt. |
| Parking-Airport | YES | With an itemized receipt. Must use long-term lots. If daily or short-term parking is needed in extenuating circumstances, a memo of justification is needed and must be signed off by the Dept. Head, Dean or higher authority. |
| Passport | NO | |
| Personal Items | NO | Example: Sunscreen, toothpaste, deodorant, soap, t-shirts, etc. |
| Rail Fare | YES | With itemized receipt. |
| Registration/Conference Fees | YES | With itemized receipt. |
| Taxi/Bus/Uber | YES | With itemized receipt. |
| Telephone/Fax/Internet/WiFi | YES | University business related, while on approved travel with itemized receipt. |
| Tolls | YES | With itemized receipt. |
| Visa Fees | YES | When required for official University travel, with itemized receipt. |