Travel by Car
Use of State Owned Vehicles
- When availability permits, local travelers should use State owned
vehicles. Contact Physical Plant to check availability.
- Traveler’s driving record will be checked with the Motor Vehicle Administration
for the number of points (if any) accumulated.
- Anyone whose record shows six or more points for moving violations
will not be permitted to operate a state owned vehicle. This is required
by State of Maryland vehicle fleet policy. Persons in this category
will be reimbursed for the use of their personal vehicle at one half
the normal mileage reimbursement rate.
- Anyone whose license has been suspended or revoked is prohibited from
operating a state owned vehicle during the period such suspension or
revocation is in effect.
- Any person operating a state owned vehicle must have a valid driver’s
license, comply with all traffic laws and obtain approvals as required
by UMS or UMBC.
- Any traffic tickets issued to the driver of a state owned vehicle
are the personal responsibility of the driver.
Reimbursable Mileage 
- Mileage for approved travel for UMBC business purposes will be reimbursed
at the current rate. This rate is published each year and is available
here.
- A University employee who leaves the office, travels to a site, and
returns to the office may be reimbursed for all mileage directly connected
with the business trip (i.e., mileage from the office to the site and
back to the office) because the driver will have driven the normal daily
commute to and from the office by the end of the day.
- A University employee who leaves home to conduct business without
stopping at the assigned office may be reimbursed for all mileage directly
connected with the business trip that is in excess of the commute miles
normally traveled (i.e., total official miles driven minus normal daily
commute miles). In this situation, the driver has not driven the normal
daily commute and therefore, must subtract the normal daily commute
miles from the total official miles driven.
- A University employee who conducts University business prior to coming
into the assigned office or on the way home from the assigned office
may be reimbursed for all mileage in excess of the commute miles normally
traveled.
The employees' supervisor is responsible for ensuring that reimbursement
of employees for the use of privately owned vehicles is controlled and
authorized only in the University's interest.
Use of Employee’s Personal Vehicle
- All personal vehicles used for university business
must be properly insured.
- If an auto insurance claim results from the use of
a personal vehicle for travel related to university business, the driver’s
insurance is primary and must be used to its benefit limits to settle
claims before State of Maryland insurance coverage may begin.
- Employees who use their personal vehicles for out of
state travel will be reimbursed at an amount not to exceed the cost
of the least expensive airline ticket to that location.
Vehicle Rentals
- For out of town travel, employees may rent a vehicle if necessary
to meet business obligations on the trip. An original, detailed receipt
showing payment in full is required for reimbursement. A bank statement
or credit card statement is not detailed and therefore does not meet
this requirement.
- Collision Damage Waiver (CDW) insurance:
Coverage is provided for employees of UMBC for rentals within
the U. S. by the State Insurance Trust Fund. Employees should
not sign a rental agreement within the U. S. that levies a
fee for CDW coverage.
All rental agreements in a foreign country should include
CDW coverage whether or not a fee is levied. The traveler will be
reimbursed for the cost of the CDW insurance.
- Be sure the rental agreement includes the traveler’s name, UMBC and
the State of Maryland as the customer.
- Rental discounts are available to all UMBC authorized travelers at
the following rental agencies.
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Avis A535800
Budget T586400
Enterprise W18490 |
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