To support the needs of faculty and staff who are required to travel for a continuous extended period of time or for numerous shorter periods of time within a consecutive 30 day period and to minimize the financial hardship incurred by employees in this situation.
Also, to support the needs of students who travel on behalf of UMBC or a UMBC sponsored student group and to minimize the financial hardship incurred by those students.
Faculty and staff of UMBC who travel for business purposes are expected to arrange for prepayment of expenses wherever possible, using the procurement card, a purchase order, or a confirming requisition. Those expenses that cannot be prepaid by one of these methods should be paid from the employee’s personal funds during the period of travel. Approved expenses will be reimbursed to the employee within two pay periods following submission of a complete and correct Expense Statement to the Department of Financial Services. Advances are not issued to employees for routine business travel.
Employees who are required to travel, for business purposes, for a continuous extended period of time are eligible to apply for a travel advance. Continuous extended travel is defined as continuous absence from home, for business purposes, lasting at least 10 days. Business travel during at least 20 days of any consecutive 30 day period also qualifies the employee for an advance. Note that advances are ordinarily not granted to employees who are not on the current UMBC bi-weekly payroll.
Students who are traveling on behalf of UMBC or a UMBC sponsored student group, with proper written approvals, are eligible for a travel advance if the period of absence from home will last at least 3 days. Note that the advance will normally be made in the name of the staff member who is responsible for the student on the trip. This staff member will be responsible for control of the advanced funds and for settlement of the advance. The staff member(s) may also be eligible for a travel advance. This determination will be made on a case by case basis. Note that students may be required to execute a promissory note for the amount of the advance if funds are issued in their own name.
Eligibility and request for a travel advance does not guarantee approval.
All travel advances are issued on a first come, first served basis and are subject
to denial if the current balance in the UMBC Working Fund is insufficient to
permit the advance. Therefore, the traveler is advised to request the advance
at least 4 weeks prior to the date the disbursement of funds is requested.
This time interval permits the manager of the Working Fund to request, and receive,
additional funding from the State of Maryland if required.
The following categories of expense are eligible for a cash advance:
The following types of expenses are excluded from cash advances:
If an advance is approved, funds will be disbursed to the traveler three
business days prior to the departure date. Special circumstances that would
require an earlier disbursement date must be documented and submitted to
the Working Fund at the time of application.
Method of Application
The traveler should submit the following forms and documentation to the Working Fund custodian at least 4 weeks prior to the requested disbursement date of the travel advance.
Settlement of the Advance
If a travel advance is issued, the traveler is responsible to present the following items in settlement of the advance, no later than the due date specified on the Advance Recovery Form:
If the traveler’s eligible expenses exceed the amount of the
advance, a check for the balance due the traveler will be issued within
10 business days.
Delinquent Travel Advances
Since the Working Fund strives to meet the needs of the entire campus community with a limited funding supply, it is imperative that all travel advances be settled on time. Employees or students with delinquent advances will be subject to immediate payroll recovery or other collection methods as allowable by law. Employees or students with past delinquent advances may be denied future advances.
It is the responsibility of the traveler to advise the manager of the
Working Fund of any circumstances that will prevent timely settlement of
the advance. Extension of the due date may be granted, at the sole discretion
of the fund manager.