HOW TO SUBMIT A TRAVEL REIMBURSEMENT


When do I submit a Travel Reimbursement request?

Whenever your organization agrees to reimburse transport fare, parking and toll fees, car mileage, registration fees, hotel accommodations, or food, based on the state-approved per-diem rate, to an individual for travel to an organization-sponsored or -approved event and that individual has provided appropriate itemized receipts for the requested reimbursement.


Process

(click on any image to enlarge it)

1. Access your organization’s financials by clicking the “Treasury” option in the navigation menu of your organization’s OrgSync portal.

 

2. Access your organization’s budgets by clicking the “Manage Budgets” button on the Treasury web page.

 

3. Click on the name of the budget from which you would like to draw your expenditure. Please note, only active budgets can be used for payments.

 

4. Click on the line item of the budget from which you would like to draw your expenditure.

 

5. Click the request payment button on the Line Item Detail page.

 

6. Enter a descriptive name for the transaction in the “Name” field under “Payment Request Details”. This name is to ensure the readability of your future OrgSync ledger. Please note, a generic name, such as “Party” or “Speaker Event”, will not be accepted.

 

7. Select “Travel Reimbursement” from the “Payment Type” drop-down menu.

 

8. Fill in the form much as you would for a Purchase Order, except you must check off the “Travel Reimbursement” option under “Category of Payment”, the Vendor Information is now the person to be reimbursed’s information, and instead of submitting scanned/digital invoices, submit scanned/digital receipts.

 

9. In addition to the digital form, travel reimbursements require the submission of the State of Maryland Travel Expense Form. Click the “State of Maryland travel expense form” link on the form or the following link to access a fillable PDF version of the form.

 

10. Fill in the basic information fields at the top of the page. The “Department” field should be “Student Finance Board”, with the exception of premier organizations, who may fill in their organization name. The “Division” field is always “Student Affairs”. The “Employee Soc. Sec. #”, “Employee Name”, and “Employee Address” must be filled in with the individual to be reimbursed’s information. The “For Period Beginning” and “And Ending” fields should be filled with the dates of the interval of travel to be reimbursed.

 

11. Fill in the day-by-day expense matrix. On this table, you must itemize the type of expenses to be reimbursed and break them down on a day-by-day basis. Fill the appropriate dates into the boxes above the days. For each day, list how many funds are to be reimbursed in each category (if no funds are to be reimbursed in a category, the field may be left blank). For expenses that do not fall within these categories (such as car rental fees), enter those expenses into an “Other” field and notate what the field is standing for by hand after the form is printed. If the trip was longer than a week, please submit a separate form for each week.

 

12. Select the appropriate option(s) in the “Method of Travel” checklist and enter a brief description of the trip in the “Purpose of Travel” field.

 

13. If reimbursing for driving mileage, fill in the mileage reimbursement matrix. Similar to the day-by-day expense matrix, fill in the driving start and end times, description of approximate territory covered, total miles driven, total commute miles driven (miles driven from the person’s residence to the University of Baltimore, if included), and the reimbursed miles (total miles – commute miles) for each day of the travel period for which the person is being reimbursed. If the trip was longer than a week, please submit a separate form for each week.

 

14. Print the State of Maryland Travel Expense Form and have the person to be reimbursed sign and date the field labeled “Signature of Employee”. Then have either the President or the Treasurer of your organization sign and date the field labeled “Immediate Supervisor”. DO NOT sign or date the “Authorized Signature” fields.

 

15. Enter the amount to be paid in the “Request Budget Payment” payment slot. Do not place any funds in the “Request Revenue Fund Payment” payment slot. If your organization wishes to make a purchase from their Revenue Account, please see these instructions on submitting a revenue fund payment request. If you elect to pay for your request from a combination of the two accounts, submit one request through your allocation account and another through your revenue account using the above linked instructions for their respective amounts and make a note in the comments section on each request that it is being submitted in conjunction with another request.

 

16. Upload the scanned State of Maryland Travel Expense Form as you would an invoice or receipt, as well as all receipts corresponding to the form.

 

17. Enter any miscellaneous comments you feel are necessary for the transaction into the “Comments” field.

 

18. Click the “Submit” button once you are done. The submission will be sent to the CSI Front Desk staff, who will verify the form’s completeness. Once the form is verified as complete, it will be sent to your organization’s advisor of record for approval. Once approved by your advisor, the form will be sent to the Coordinator of Student Activities, Director of CSI Operations and Finance, and Executive Director of Student Development for approval. Once fully approved, you will receive an email notifying you of your final approval.

 


If you have any problems using the OrgSync financial tools or any questions regarding the Center for Student Involvement's student organization funding policies and procedures, please contact studentorgs@ubalt.edu.

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