Faculty Handbook_Asia_v5 BB.indd - University of Maryland ...

4. FINANCIAL AND HUMAN RESOURCEINFORMATION4.15 Expense Reimbursement for Travel and Other ItemsFaculty members are reimbursed for travel for classroom teaching for distances greater than 10 miles one-way,whether they travel by privately owned vehicle or by public transportation. Reimbursement for travel by privatelyowned vehicle is based on current mileage rates and includes toll costs. Receipts are required for all travelreimbursement other than mileage. If receipts are not available, the Business Office will determine if the claimedexpense is reimbursable. Reimbursement for taxi fees requires advance approval by the regional manager.4.15.1 Travel for Professional Purposes Other Than Classroom TeachingTravel reimbursement for professional purposes other than classroom teaching requires advance written approval.Faculty members may be eligible for reimbursement for per diem expenses, lodging, moving expenses,and classroom materials.Information on current mileage rates and instructions on submitting expense vouchers can be found at https://intranet.asia.umuc.edu/evouchers/.4.15.2 Miscellaneous Teaching ExpensesAll requests for reimbursement of teaching expenditures must be supported with receipts. Miscellaneous expendituresmay include routine teaching supplies as well as supplementary texts or other course materials beyondthe required textbook(s). Faculty members should attempt to utilize the interuniversity library loan systemwhen seeking additional instructional materials. Requests for supplementary texts or other course materialsbeyond the required textbook (s) must be approved by the Dean’s Office before purchase, and the approvaldocumentation must be submitted with the expense voucher. Questions about expense vouchers should bedirected to the Business Office at accountspayable@asia.umuc.edu.4.15.3 Submitting Expense VouchersExpense vouchers are to be submitted at the end of the session. Receipts must be attached and the vouchersigned by the individual requesting reimbursement. The voucher needs to be approved and signed by theregional manager. Vouchers without signatures will not be honored. Expenses not supported by receipts normallyare not reimbursed.Expense vouchers should include an address for the location where either the expense check or the deposit ticketis to be mailed. Vouchers requesting direct deposit must include a deposit ticket with each voucher submitted.Faculty members should allow approximately four weeks from the date a voucher is submitted to the regionalmanager for signature for receipt of payment. If, after one month, a payment has not been received and nodeposit has been made, faculty members should contact the regional manager’s office.Faculty members should keep a copy of their voucher and photocopies of receipts just in case the voucher is lostin the mail.4.16 Leaving UMUC AsiaFaculty members must personally “clear” or “out-process” from an installation before leaving UMUC Asia.The Office of Human Resources provides an out-processing checklist (available at http://intranet.asia.umuc.edu/logistics/outprocessing.cfm) that includes■■Giving notice at least one session before leaving UMUC Asia.Returning all logistical support items to the appropriate authority, closing any military bank accounts,canceling any military post office box arrangements, returning any borrowed books from military libraries,having one’s status of forces certificate invalidated, settling any Bachelor Officer’s Quarters accounts, andpaying all bills.January 2011 www.asia.umuc.edu 36