Information for MRSEC Participants

The information in this section is provided for the convenience of MRSEC Participants. All forms should be printed out, completed (with required signatures), and returned to the MRSEC office (Room 2120, Physics Building).

Forms and procedures on this site may change, so please check back from time to time in order to obtain the most recent information. The last date of change will be noted next to each file.

As of 05/17/2012, all approval and expense statement forms have been revised. If you usually use a copy saved to your hard drive, be sure to download the newest versions!

MRSEC Travel

Domestic travel approval requests must be submitted at least one week before travel takes place; foreign travel requires at least two weeks advance notice. Please be sure to plan ahead, and read the procedures available below. Final expense statements should be submitted as soon as the travel is complete; expenses should be reported in the same pay period as the travel took place.

Policies & Procedures

These procedures are short (1 page) steps for successful MRSEC travel, including what to do before, during, and after your trip. They are designed to make your life easier and answer the most common questions, so please read them!

• Domestic Travel Procedures (last updated 05/09/12)
• Foreign Travel Procedures (last updated 05/09/12)

Note: You must use an American airline carrier per Fly America Act

The University Travelers' Guide also has important information on travel policies, particularly receipt requirements.

Below are a few specific points to note regarding MRSEC travel:

• Registration Fees: If you would like MRSEC to directly pay your meeting registration fee (rather than reimburse you after-the-fact), you will need to complete a separate MRSEC Requisition form and submit it in conjunction with your travel approval request.
• Communications Fees/Hotel Services: Please note that the MRSEC cannot reimburse you for communications fees or extra hotel services beyond the regular room rate. Any such charges (such as phone calls and internet fees) are the responsibility of the traveler.
• Hotel Costs: MRSEC pays hotel costs through reimbursement only. Also, travelers are obliged to find economical lodging solutions. If sharing a room, traveler can only be reimbursed for his/her portion of the room rate.
• Expense Statements (after travel is complete): Expenses should be submitted in the same pay period as the travel took place. Expenses not submitted within 45 days of the completion of travel cannot be reimbursed; funds will then be released for reallocation to other travel requests.
• BWI Airport Parking: Travelers parking at BWI Airport should consider registering to use Airport Fast Park. This service allows you to park in a lot for almost half the price of the daily garage, and is even less expensive than long-term parking. The Fast Park services include picking you up at your own car, luggage assistance, complimentary newspaper* and bottles of water*. Usage of this program also qualifies you to earn points for free parking. When registering, be sure to use the UMD promotional code given (0326600), choose Business, and enter the University of Maryland as your company.
  *newspapers & water available while supplies last

Forms

• Travel Approval Request (last updated 05/17/12)
  Note on most recent change: you may notice the social security number field was moved to the top right corner - while it may seem more prominent there, rest assured that this change was to make the SSN more easily removed and shredded before archiving travel paperwork. Although the SSN is still required for University processing, it will be destroyed immediately after for your privacy.
• Travel Expense Statement (last updated 05/17/12)

Note: When submitting, please do not staple your documents together - just use a paperclip!

Visitors Traveling to MRSEC

The University of Maryland requires pre-approval for all travel. Domestic travel approval requests must be submitted at least one week before travel takes place; international travel requires at least two weeks advance notice. Please be sure to plan ahead, and read the procedures available below.

Policies & Procedures

• Domestic Travel Procedures for visitors (last updated 05/09/12)
• Foreign Travel Procedures (Coming Soon!)

Note: You must use an American airline carrier per Fly America Act

Forms

• Travel Approval Request for visitors (last updated 05/17/12)
• Travel Expense Statement (last updated 05/17/12)