Travel Reimbursement

From hcil
Revision as of 19:58, 7 June 2013 by Mgubbels (talk | contribs) (Created page with "This is mostly for UMIACS professors or people who work for them. Otherwise, ask Charley or see the person in charge of travel in your college/department. However, most depar...")
(diff) ← Older revision | Latest revision (diff) | Newer revision → (diff)
Jump to navigation Jump to search

This is mostly for UMIACS professors or people who work for them. Otherwise, ask Charley or see the person in charge of travel in your college/department. However, most departments need similar information from travelers.

Before you travel, you need to do a Travel Approval Request. Please send the following information to charley@cs.umd.edu. (If you are paying from multiple accounts/departments or have visitors, please talk to Charley in advance instead of waiting.)

  • Last name
  • First name
  • email/phone number (my use)
  • SSN (if not American, I need copies of Visa and Passport)
  • Department you are traveling for (department whose account is paying)
  • Departure date
  • Return date
  • Origin
  • Destination
  • Trip purpose (conference attending, papers/workshops presented, meetings with whom)
  • You must make every effort to use an American carrier. If you cannot, please say so here.
  • Do you want to be reimbursed for food? y/n
  • FRS account number
  • airfare/commuter train ticket costs
  • hotel costs
  • phone/fax/internet costs
  • ground transportation (taxis, metro, parking) costs
  • car rental costs
  • car mileage (# of miles is fine)
  • conference fee (+membership fee if required or much cheaper that way)
  • other costs (tell me the crazy stuff in advance)

When you return, please send/give me the following, so I can do a Travel Expense Statement to reimburse you:

  • All of your original receipts (except for food)
  • How much you think you spent on food (under $42/day; B-8, L-10, D-24 for partial day travel)
  • (International visitors) Visa and passport copies
  • Your address (if summer time or non employee)
  • Miles driven (from where, to where, miles)
  • Any adjustments to your travel from what you said before
  • Anything I should know

Once this is completed, you must sign the reimbursement paperwork, even if you are a non-employee who lives really far away. If it isn't possible, let me know, and I will issue a letter with a deadline by which you must sign the paperwork. If you let the deadline pass, then I can sign instead.

If you're traveling internationally, the per diem is different. Talk to me, and we'll sort it out. Also, if you are missing receipts, you can submit a credit card statement. Generally, if there's a problem, talk to me, and we can try to work it out.