Sign into Concur.
Navigate to the Travel Request that was submitted and approved prior to the trip.
Click on the orange "Create Expense Report" button in the top-right area of the trip information page.
Add expenses to be reimbursed/re-allocated.
Travel Card and Ghost Card expenses to be re-allocated will appear under the "Available Expenses" tab.
Personal card charges can be added under the Create New Expense tab. Be sure to set the Payment Type for any expenses added to "Paid by Employee."
For each expense, upload an image or PDF of the corresponding receipt. Receipts should indicate the date of transaction, amount, vendor name, and payment method (last 4 digits of a credit card). If the latter is missing, you may additionally provide a bank/card statement showing the corresponding charge.
If your travel involves a conference, you must provide proof of attendance in the form of a name badge or copy of the front page of the onsite program you received.
If you attended a meeting, please provide an agenda for documentation purposes.
When filling out the form do not add your Social Security Number (SSN) and never store documents containing your SSN on University owned machines or send your SSN electronically (email or otherwise).
Be prepared to relay your SSN verbally when turning in your form, both in person and electronically.
If your travel didn't include a conference you may email the filled out travel expense form, along with any meeting agendas, to metravel@umd.edu
Reimbursable Meal Rates
University of Maryland travelers will normally be reimbursed in accordance with the standard UMD travel meal per diem schedule set forth below. Receipts are not required when utilizing UMD per diem (or lower allowances as may be required by budget constraints). Additional reimbursem*nt is not appropriate if a meal has been pre-paid as part of a conference, hotel free breakfast plan, or the like. Alcoholic beverages are not reimbursable.
If exceptional circ*mstances necessitate a high cost meal, reimbursem*nt may be approved "up to actual reasonable cost with itemized receipt," pursuant to limits imposed by the unit and available funds, and as determined by the approving authority. Allowances in excess of UMD per diem are exceptions and should not be routinely approved. The traveler and approving authority for the trip are responsible for assuring the appropriateness of meal expenditures in excess of UMD per diem and are subject to audit scrutiny.
$15.00 for Breakfast
$18.00 for Lunch
$30.00 for Dinner
The current rate for domestic travel is $63 (including tax & tip) per day
For foreign travel, please visit this webpage to obtain per diem rates for the countries you travelled to.
If you attended a conference which included meals as part of the program, you cannot claim meal expenses for those meals.
Mileage Rate
Authorized persons required to use a privately owned motor vehicle for official University business will be reimbursed in accordance with the current officially approved rate. A University employee using a privately owned vehicle for travel may be reimbursed for mileage. Mileage is measured from the closer of the duty station or point of departure to destination and return for travel on days during the employee's normal work schedule. For travel on days that are not part of the employee's normal work schedule, actual mileage driven is reimbursable.
Authorized drivers will be reimbursed for reasonable parking and toll expenses incurred while conducting official business.
The University will not reimburse its employees for any increased insurance premiums or fuel expenses attributable to the use of their vehicle for business. Reimbursem*nt for insurance and fuel is reflected in the mileage reimbursem*nt rate.
Effective January 1, 2022 the University reimburses employees for personal mileage at the rate of $0.625 per mile.
Employees must take care to ensure that normal daily commute mileage is subtracted from the total mileage traveled.
Monetary Conversion Rate
If you are traveling internationally, unless you provide your credit card statement indicating the monetary conversion rate you were charged, we base our reimbursem*nt to you on the OANDA rates which can be found here.
Travel Reimbursem*nt
University of Maryland will not reimburse "no show" charges. In-room cable TV and other items of a personal nature are not reimbursable. Reimbursem*nt for meals charged to the hotel bill must be submitted as outlined under Reimbursable Meal Rates. Extended or recurrent travel may necessitate special requirements to be coordinated by the Approving Authority, Comptroller, and Business Services Administrator on a case by case basis. An example would be a residential stay for which a lodging per diem may be established in the absence of traditional tariffs and receipts.
The new UMD Traveler's Guide, including information on our new travel reporting system, Concur, can be found here.
Updated on: 12/05/2022
FAQs
Travelling expenses can include the entire cost of a business trip, including travel costs, accommodation, meals, communication costs, and other incidental costs for business. In certain cases, there may be an upper limit for claiming reimbursem*nt for expenses.
How do I write off travel expenses? ›
Those who are self-employed can deduct travel expenses on Schedule C (Form 1040), Profit or Loss From Business (Sole Proprietorship). Farmers can use Schedule F (Form 1040), Profit or Loss From Farming.
How do you record travel expenses? ›
Businesses must claim travel expenses on Form 2106 and report them on Form 1040 or Form 1040-SR as an adjustment to their total income. While there's no annual travel deduction limit, the IRS scrutinizes higher write-offs. Be sure to calculate your business expenses with a tax attorney before submitting a large filing.
What is a reasonable travel expense? ›
What Are Reasonable Travel Expenses? Reasonable travel expenses, from the viewpoint of an employer or the IRS, would include transportation to and from the business destination, accommodation costs, and meal costs. Certainly, business supplies and equipment necessary to do the job away from home are reasonable.
How do I calculate my travel expenses? ›
Look into the cost of lodging, vehicle rentals, fuel costs, flight costs, and any other expenses you may incur. Gather all of your costs together and keep them organized so you can plan for expenses and calculate your costs. You can also use a formula to figure out your fuel costs if you're driving to your destination.
How do you use travel expenses in a sentence? ›
The lady took care of all the travel expenses and the plane ticket. These prices pay for 2 professional hitters including their travel expenses and work they put in. Donations are still being accepted to help cover the group's travel expenses, lodging and registration fees.
Is travel 100% deductible? ›
On a business trip, you can deduct 100% of the cost of travel to your destination, whether that's a plane, train, or bus ticket. If you rent a car to get there, and to get around, that cost is deductible, too.
What is the maximum you can claim on travel expenses? ›
A maximum of 5,000 km can be claimed each year, per car, with diary evidence to show how the rate per km was worked out. This method is best for those making a few trips a year with the maximum claim being $3,300. Click here to download the Work Related Travel Expenses Fact Sheet in PDF form.
Can I write off a suitcase? ›
Yes, luggage is one of the many business expenses you'll have during a business trip. This includes purchasing new luggage for business trips and any fees you pay to check luggage.
Do you need receipts for travel expenses? ›
Which receipts must I keep? Receipts are required for lodging, rental cars, gas purchases when using a rental car, and any other expenses over $75.
The process of travel and expense reimbursem*nt typically involves employees gathering physical receipts or other necessary documentation to substantiate expenses, compiling these into expense reports, which are subsequently submitted to the finance department.
How to charge travel expenses? ›
A possible way to calculate travel expenses considering distance and mode of transportation can be by multiplying the number of miles traveled by a per-mile reimbursem*nt rate, set by your organization or according to government guidelines.
How do you reimburse travel expenses? ›
Cash reimbursem*nts: For smaller expenses, such as meals, companies may reimburse employees for various purchases made while traveling. This method requires careful documentation and is usually done by collecting employee receipts. Per diem: A per diem is a set amount per day that an employee can spend while traveling.
What is the biggest travel expense? ›
Since most international trips from the U.S. - except a portion to Canada and Mexico - require a plane ticket, transportation costs eat up an even larger proportion of the budget, about 54%. Transportation is about 39% of the overall cost of domestic vacation trips.
Are meals included in travel expenses? ›
Meals you eat while traveling for business in 2024 are 50% deductible if you follow the rules. When you're on the road, there's nothing more enjoyable than a good meal. But the food will likely taste even better if you can deduct the cost from your taxes.
What expense category is travel expenses? ›
However, some of the most common expense categories that travel could fall under include: Transportation - This is the most obvious category for travel expenses, as travel typically involves some form of transportation costs. This could include airfare, train tickets, gas, car rental, etc.
What is the journal entry for travel expenses? ›
Debit the Travelling expense and Credit the Bank Account to record the Journal Entry. If the transaction happens on a credit basis, two entries are recorded. The first one is to debit the travelling e... Debit the Travelling expense and Credit the Bank Account to record the Journal Entry.
What type of account is travelling expenses? ›
Answer. Explanation: this is nominal account.
Are travel expenses considered income? ›
Any travel expenses paid or reimbursed are treated as supplemental wages, and are subject to taxes.
