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Consultant Travel Reimbursement

University-Sponsored Consultant Travel

University-sponsored Visitor Travel (including consultant travel) is subject to the same policies and documentation requirements as all other University Employee and Visitor Travel.

University departments can minimize out-of-pocket expenses for sponsored consultants and have more control over obtaining required receipts by utilizing the University Travel Agencies and paying for transportation and lodging utilizing the University Travel Card.

University departments can reserve special rates at the College Park Marriott Hotel & Conference Center and receive direct billing to their Travel Cards by utilizing the College Park Marriott Hotel & Conference Center online booking site.

University departments should provide consultants with full information about University Travel Policy in advance of travel planning. This will assure that consultants are fully informed of University Travel Policy including receipt requirements.

University departments are responsible for the same departmental review as with non-consultant travel. Departments must assure that receipt documentation is complete and that travel is consistent with University Travel Policy. Consultant travel reimbursement may also be subject to ORAA requirements, depending on the funding source.

Procedures for Reimbursing Individuals for Consultant Travel

The following are specific procedures for processing travel reimbursement to University-sponsored consultants when the travel reimbursement is made payable to an individual.

NOTE: To minimize the need to process consultant travel reimbursement or consultant out-of-pocket expenses, University departments can process consultant transportation and lodging through the University Travel Agencies. Departments can also set up direct billing for lodging utilizing the University Travel Card.

University-sponsored consultant travel is subject to the same policies and documentation requirements as non-consultant travel.

Consultant travel reimbursed in the traveler's own name is processed the same way as all non-consultant travel. Departments utilize the Electronic Forms System (ELF) to prepare a Travel Approval Request (TAR) and a (non-payroll) Travel Expense Statement form, supported by itemized receipts.

The traveler's (consultant's) Social Security Number is required to reimburse expenses through the University Travel Management System. This is a State of Maryland requirement.

University departments are responsible for the same review for consultant travel as for non-consultant travel to assure itemized receipts are obtained and that travel is consistent with University Travel Policy. Consultant travel reimbursement may also be subject to ORAA requirements, depending on the funding source.

If it is impractical to obtain the traveler's written signature on the Travel Expense Statement, the department must mail the Non-Employee Travel Reimbursement Notification to the traveler in advance of processing the reimbursement. A copy of this letter must be retained with the receipt documentation.

Procedures for Reimbursing Firms (LLC, Inc., etc.) for Consultant Travel

The following are specific procedures for processing travel reimbursement to University-sponsored consultants when the travel reimbursement is made payable to a firm (LLC, Inc., etc.).

NOTE: To minimize the need to process consultant travel reimbursement, University departments can process consultant transportation and lodging through the University travel agencies. Departments can also set up direct billing for lodging utilizing the University Travel Card.

University-sponsored consultant travel is subject to the same policies and documentation requirements as non-consultant travel.

University departments are responsible for the same review for consultant travel as for non-consultant travel to assure itemized receipts are obtained and that travel is consistent with University Travel Policy. Consultant travel reimbursement may also be subject to ORAA requirements, depending on the funding source.

Consultant travel reimbursement made payable in a firm's name is processed through Accounts Payable, using a Small Procurement Order (SM). The SM must contain the name of the traveler, itemized receipts, and a copy of the Non-Employee Travel Reimbursement Notification, in accordance with University Travel Policy. The PO number and the firm's FEI number, street address, and contact information are required to reimburse a firm for its consultants' travel.

The department must mail the Non-Employee Travel Reimbursement Notification to the firm in advance of processing the reimbursement. A copy of the letter must be retained with the receipt documentation.

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