Skip to content. | Skip to navigation

Personal tools

Navigation

Tips for PAA Travelers

Read on for MPRC reimbursement schedule...

MPRC will reimburse PAA Travelers up to the following amounts (Note that due to COVID-19 and the changing requirements, some of the details may be different than past years):

MPRC will reimburse PAA Travelers up to the following amounts:

$1,200 for MPRC Faculty Associates who are on the program (presenting a paper, a poster, serving as a discussant or session chair)

$1,000 for MPRC Graduate Affiliates who are co-authors with an MPRC faculty associate  who are on the Program (presenting a paper or a poster)

Many of you are aware (or hopefully aware) that BSOS is moving to a new travel system, called SAP Concur on Monday, April 11th (with the rest of campus units moving to SAP Concur in the coming months).  Keep in mind that your travel was prior to April 11th, so we are still processing your reimbursements through the old TAR/ELF system.  As a result, I ask that you submit your travel expense forms, as has been done in the past, immediately upon return to campus(or no later than Thursday, April 14, 2022).  Upon your return from PAA, PLEASE access and submit to MPRC a copy of the Travel Expense Request Statement at (http://www.bsos.umd.edu/faculty-staff/forms).  Use the Expense Form "travel in 2022 (updated mileage)".  You will add your NAME, SSN, HOME ADDRESS, TIME and DATES traveled and individual travel expense items up to your travel allowance.  I will be on campus, in the office Mon (4/11) through Thursday (4/14) if you wish to bring our forms to me in person for me to review and turn in on your behalf.  If you prefer to turn in your forms online, you can do so through the campus - Secure Share. This program was developed by DIT as a vehicle for sending documents with sensitive or confidential information to targeted recipients at the University of Maryland. Secure Share is approved for data classified as high risk in the UMD Data Classification Standard.  Do not otherwise email documents with your SS# or credit card information through regular email.   If you would like to use Secure Share, please email through the system the expense statement to bal@umd.edu and mguevar1@umd.edu in the Smart Center and copy at MPRC.  If you would like me to review your expense statement first, should you have questions, send me your draft first before submitting to the Smart Center as well.  When you are ready to send to the Smart Center for processing as mentioned, be sure to copy as well through Secure Share.  Do NOT try to process your expenses through SAP Concur, because your travel took place under the old system.

To be reimbursed through UMD Payroll in your final paycheck of the Spring Semester - you must submit your completed expense packet with electronic signature, all receipts, including copies of electronic receipts in to MPRC by Monday, May 6th in order for the travel office to be able to process payment by the final pay period of the Spring Semester in June. The earlier, the better.

All receipts (other than per diem)  must have your NAME, AMOUNT PAID and PROOF OF PAYMENT with the last four digits of the credit card number on it.  If your credit card payment does not indicate your name on it, than you must provide a copy of your credit card (last four digits showing only) that match the numbers used on the receipt.  If the receipt does not show that it is PAID, it cannot be reimbursed.

1. Airfare – (coach fare only) Enter the total amount paid on the day of your flight. Submit the airline confirmation that shows the flight itinerary and verification of payment (this must show your name, the last four digits of your credit card number, and amount paid). Additional fees such as early boarding are NOT approved.

2. Lodging – Enter the hotel expense for each day (room rate plus taxes).  Submit original lodging receipt to show verification of payment (this must show your name, the last four digits of your credit card number, and the amount paid).  If you are splitting payment with another guest, the bill must show your name, amount and payment received for your portion of the bill.  See #6-8 for special conditions.

3. Meals – If you have not reached your travel allowance yet, the university will reimburse you at the meal per diem rate (receipts are not required for per diem) for meals NOT otherwise provided.

Breakfast = $13.00 (travel must begin  before 6:00am)

Lunch = $15.00 (travel must begin  before 10:00am and end  after 2:00pm)

Dinner = $28.00 (travel must end  after 7:00pm and have begun at least 4 hours prior)

4. Local Transportation and Parking – If you have not reached your travel allowance, local travel expenses (airport parking; taxis to/from airport to Conference Center; mileage) can be added. Detailed original receipts are required for all transportation and parking expenses.  Note – We cannot reimburse for gas, only mileage.  For mileage reimbursements, please provide a Google or Mapquest printout that shows mileage to/from your travel points.

5. If you will not make a simple round trip from home to the conference and back again, please document what the cost of a simple round trip would have been (printout a comparison fare and submit this along with your expense statement).  This will be the maximum amount for which we are able to reimburse you.  NOTE – This must be done before you travel to PAA.

If you are adding additional days to your trip (going early or staying late), you MUST provide proof of why it is necessary for PAA related activities that you do so, in order to have the expenses approved.  If you are adding additional travel that is NOT PAA related, the additional expenses will not be allowable and you MUST provide proof of what the travel would have cost had you traveled direct to PAA and back from UMD at the standard PAA date range.

6. If you will be purchasing your airfare and/or lodging with another person (MPRC Student, MPRC Faculty member seeking reimbursement) , please provide verification (send an email to ) of whose credit card was used, and that the card holder was reimbursed for their portion of the bill.  If the card holder was not reimbursed, the other option is for the BSOS Business Office to reimburse the card holder airfare/lodging for both travelers.

7. If you will be purchasing your airfare and/or lodging with another person(s) (that is NOT seeking reimbursement), please provide their names (send an email to ) in order for the Business Office to  document that the other person(s) are not seeking reimbursement.

8. If you hold a joint account with your spouse and their name appears on your airfare and/or lodging receipt (and yours does not), the Business Office will need verification (send an email to )  from your spouse authorizing reimbursement to you.

9. Poster Expense - Posters will not be processed as a reimbursable expense.  Please either use campus printing, to be billed direct to MPRC, or you must set an appointment with William Fennie to place the order through him for payment via an MPRC P-Card if you prefer to use an outside service.  Note that the expense will still count towards your total allowable travel expense.