Table of Contents
Traveling on behalf of the University of Maine requires adherence to specific policies and procedures. This guide provides a detailed overview to ensure a smooth and compliant travel experience for faculty, staff, and students. Understanding these guidelines is crucial for responsible use of university funds and a successful trip.
Planning Your Trip
Before booking any travel, familiarize yourself with the University’s travel policies. These policies cover eligible expenses, preferred vendors, and required documentation. The University of Maine Travel website is your central resource for all travel-related data.
key Considerations During Planning:
- Purpose of Travel: Clearly define the business purpose of your trip.
- Budget Approval: Obtain necessary budget approval from your department head or designated authority before making any reservations.
- Travel Dates: Confirm travel dates align with the approved purpose and budget.
- Preferred Vendors: Utilize preferred vendors whenever possible to leverage negotiated rates and streamline the booking process. Information on preferred vendors can be found on the Preferred Vendor List.
Booking Travel
The University encourages the use of Concur for booking travel arrangements. Concur integrates with the University’s financial systems, simplifying expense reporting. If you are unable to use Concur, alternative booking methods are permitted, but require meticulous record-keeping for expense reimbursement.
Booking Options:
- Concur: The preferred method for booking flights, hotels, and rental cars. Access Concur through the Concur portal.
- Direct Booking: If using a method other than Concur, retain all receipts and documentation for expense reporting.
Expense Reimbursement
Prompt and accurate expense reporting is essential. All travel expenses must be submitted through the University’s expense reimbursement system within 30 days of the trip’s completion.
Required Documentation:
- Expense report: Completed and submitted through the expense reimbursement system.
- Receipts: Original receipts for all expenses exceeding $75.
- Travel Itinerary: A copy of your travel itinerary.
- Business Purpose: A clear clarification of the business purpose for each expense.
Reimbursable Expenses: Generally, reimbursable expenses include transportation, lodging, meals (within per diem limits), and reasonable business-related expenses. Refer to the University Travel Policies for detailed guidelines on allowable expenses and per diem rates.
Crucial Policies & resources
- Alcohol Reimbursement: Reimbursement for alcohol is generally prohibited.
- Personal Travel Combined with Business Travel: Strict guidelines apply when combining personal travel with university business. Seperate accounting of expenses is required.
- Travel Insurance: The University provides travel insurance for employees traveling on official business. Details can be found on the Travel Insurance page.
- Emergency Contact Information: Ensure your department has your emergency contact information before traveling.
Contact Information
For questions regarding University travel policies and procedures, please contact the Travel Office:
Organizer: umainetravel@maine.edu
Email: umainetravel@maine.edu
Publication Date: 2025/11/26 02:52:51
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