Travel

Student organizations using SGA or SGR funds for travel-related expenses will be required to complete an online training. 

• The University of Maryland’s Travel Policy governs travel for activities or events that are sponsored by a registered student organization and authorized by the University of Maryland.
• Travel authorization requests must be submitted and approved prior to travel so the university can properly manage liability issues for student organization travel and ensure compliance with university travel policies.
• Student organization travel must relate to the purpose of the organization and comply with the policies outlined in the required training and in the SORC Financial Services Manual.
• Detailed instructions on making arrangements for travel-related expenses can be found in the SORC Financial Services Manual.
• Travel request are available to organization officers who have completed the SPEND and Travel Trainings via the SORC Finance Spending Request Form.

• Collect emergency contact information for all student travelers PRIOR to submitting the Travel Request.
• If you are planning on renting cars or vans from Enterprise, groups are encouraged to submit their requests as far in advance as possible to increase the potential vehicle availability. 

The travel request form is included in the SORC Finance Spending Request Form.  This form can be accessed via the Documents section of the SORC Finance TerpLink page.  The presidents and/or treasurers need to be part of the SORC Finance page and complete the SPEND and Travel trainings to complete the travel request form.

• Submit the Travel Request form in the SORC Finance Office TerpLink page portal a minimum of ten (10) business days in advance.
• Submit all required supporting documentation a minimum of two (2) business days in advance.
• Information required for all travel requests includes:
  • Name(s) Emergency contact information for all travelers
  • The Emergency Contact Information form can be found under “Forms” in the SGA Financial Officers portal
  • Travel Dates
  • Destination(s)
  • List of all students traveling
  • Detailed Itinerary
    • If requesting airfare/rail tickets - estimate of cost and flight/train number
  • Lodging arrangements and EXACT address for lodging.
  • Purpose of the trip

• University policy requires the following for travel expenses over $5,000:
  • Requests must be submitted a minimum of thirty (30) calendar days in advance
  • Cost quotes from at least three (3) companies for the desired expense including the preferred provider.
  • A detailed explanation from the student organization as to why they wish to use the preferred provider.
  • While cost is usually the deciding factor when choosing a travel provider, you should provide all other reasons for choosing that provider such as their ability to meet the specific needs of the organization, customer reviews, location (if funds are being requested for lodging, the location of the lodging relative to the organizations’ activities or safety concerns of the surrounding community) or any other relevant information.

Because student organization members are not University employees and organization travel is not official University business, individuals driving a Fleet Services vehicle as part of organization travel could be held liable for damages or injuries if they were at fault in a car accident.  Booking through Enterprise mitigates the risk that any student will be held personally liable in case of an accident.

Much of the process will remain the same as in past years.  Student organizations will complete travel training, verify their driver’s license, and request vehicle rental using a form through SORC Finance.  SORC Finance will book the rental.

However, Enterprise has its own policy and procedures.  Some notable changes include: 

• Enterprise charges are only calculated based on the number of days the vehicle is rented, not the distance it is driven.
• Enterprise vehicles must be picked up from the Enterprise on Baltimore Avenue.  
• Enterprise vehicles rented for student organizations must be driven by an individual who is at least 21 years of age.

No.  The agreement between Enterprise and UMD only allows for individuals 21 and older to drive vehicles for student organization travel.  You will need to identify a driver who meets the minimum age requirement.

In most cases, we anticipate that the cost of an Enterprise vehicle will exceed what organizations were accustomed to spending to rent vehicles through Fleet Services. This cost must also include the Damage Waiver and Personal Liability Insurance through Enterprise. 

SGA has adjusted its funding guidelines accordingly to allow for the increased cost. 

Student organizations are limited to renting the following types of vehicles:

• Economy - 4 passengers
• Standard or Midsize - 5 passengers
• Minivan or Full Size SUV - 7 passengers
• Premium SUV - 8 Passengers

SORC Finance has found that the highest number of UMD’s student-driven vehicular accidents are related to a lack of experience driving a vehicle of that size. Additionally, Enterprise’s terms require that for the rental of a vehicle that size or larger, the driver is at least 25 years of age, making most students seeking a 12-passenger van ineligible for a rental through Enterprise.

Requests for a 12-passenger van or cargo van for organizations with unique needs will be evaluated by SORC Finance on a case-by-case basis.  If approved, a rental through Fleet Service will be granted.  However, only a professional staff member or faculty member (e.g. the organization advisor) may drive this vehicle.

Per university policy, gas and tolls are not fundable expenses. Student organizations will have to pay for these expenses out of pocket.

The vehicle should be returned to Enterprise with a full tank of gas, and tolls should be paid by the traveling org, not Enterprise, when possible.  Any additional amount that Enterprise charges for gas and tolls will be billed to the organization’s USource, so organizations will be required to have a minimum of $150 of unencumbered SGR in order to travel.

Accidents should be reported to the police (having jurisdiction in the location where the accident took place), Enterprise, and SORC Finance:

• Police can be contacted by dialing 911.  The police should be contacted immediately after an accident.
• Enterprise’s customer service line for reporting accidents is 1-800-307-6666.  Enterprise should be contacted immediately after the police.
• SORC Finance should be alerted by submitting a completed accident report form (which will be sent to you after completing the driver acknowledgement form) to sorcfinance@umd.edu

Because of the insurance that is purchased as part of the rental, there is no deductible owed by the student or student organization.  Enterprise will manage the insurance claim.  

However, the insurance purchased through Enterprise is only valid if the vehicle is operated according to the terms of the agreement.  It is imperative that the vehicle is only driven by the driver(s) designated at the time of rental, that the vehicle is operated responsibly and in accordance with traffic laws, and that accidents are reported to the police and Enterprise in a timely way.

This new policy was adopted by Stamp and applies uniquely to student organizations because of the liability associated with student organization travel.  Other university entities are likely covered from liability while using Fleet Services vehicles on official University business.