Non-Employee Travel
As a general principal the University will not assume any part of travel or related costs incurred by a person who is not a member of the University staff. The exceptions to this general rule are (1) prospective employees being interviewed for key positions, (2) guest artists or lecturers and (3) students traveling where the travel is financed through intercollegiate athletic funds or students funds (such as Student Government Association funds) which are collected by and administered through the University. All travel to be reimbursed through the university for these classes of travelers must be in complete accordance with the regulations applicable to university financed travel. The Travel Request form must be fully approved prior to the time a commitment is made to the traveler. It is particularly important that the traveler be advised in writing as to the necessity for obtaining hotel receipts. This will avoid the possibility of later embarrassment.
Airfare for non-employee travelers may be billed directly to UM just as for employee travelers. The departmental travel arranger should be sure to let the travel agency know whether the tickets are to be mailed to the traveler or to be picked up by the department.
When staying at the Conference Center at University College, lodging expenses may be billed directly to UM as well.
Also note that non-employee travelers are reimbursed at the full mileage rate since they do not have access the University Motor Pool.
Since non-employees are reimbursed through central billing rather than payroll, reimbursement will usually take 4-6 weeks. The expense statement should be completed just as for employee travelers. The Libraries travel coordinator is then responsible for sending the original expense statement and receipts to the campus Accounts Payable department for payment. A copy of the expense statement and receipts is kept in the Libraries Budget and Business Services Office with the other expense statements.
This Handbook is for the use of UM Libraries staff only. All others should contact the University of Maryland Travel Services Office.
