In-State Travel

In-state travel is defined as travel to be paid by the University within the state of Maryland or the Washington, D.C. metropolitan area. In-state travel does not require preapproval unless you are traveling under the following circumstances:

1. Request for in-state hotel stay (If you are requesting to stay at a hotel within the state of Maryland or Washington D.C., you must be traveling a minimum of 40 miles from your home office to your destination to be eligible)
2. Request for in-state travel advance
3. Using the University's travel agent to obtain a train ticket for in-state (including the Washington, D.C. area) travel
4. Non-MSU personnel traveling on behalf of the University and authorized to obtain their common carrier tickets through the University's travel agent

If your in-state travel meets any of the criteria listed above you must submit an "Individual Request for Approval of Out-of-State Travel Form" (also known as a Travel Authorization).

* This link provides instructions on how to complete the Individual Request for Approval of Out-of-State Travel Form)

In-State Travel Reimbursement

To request reimbursement for in-state travel costs, a traveler is to submit a completed State of Maryland Expense Account (GAD Form X-5) after the travel has occurred. (Please note that the Mileage rate has changed effective January 1, 2023. Make sure that you select the form that reflects the date of travel.)

*This link provides instructions on how to complete the State of Maryland Expense Account Form (GAD Form X-5)

Most of the costs must be supported with paid receipts. Some of the costs do not require receipts, but have special rules:

1. The miles subject to reimbursement will be reduced by the traveler's "commute" miles (if applicable). Please visit the Mileage, Taxi/Rideshare Reimbursement section for more information.
2. Meal costs for daily travel are not approved unless the traveler leaves their house a minimum of 2 hours before their daily commute or comes home a minimum of 2 hours after the traveler's normal time of coming home. The standard meal rates are provided on the Mileage/ Meals Reimbursement Rates section of our website. To receive lunch, both standards must be met.
3. For certain travel funded with federal funds and stipulated in the grant agreement, travel expenses will be approved and paid based on the Federal Joint Travel rules and rates.

Link to the Federal Joint Travel rules

http://www.gsa.gov/portal/content/104790

The Office of Sponsored Programs will determine which federal grants and contracts will follow the Federal Joint Travel rules based on a review of each contract/grant agreement's terms and conditions. If the federal grant is not approved for the Federal Joint Travel rules and rates, use the Morgan State University travel rules and rates.

The traveler signs the completed GAD form X-5, attaches the paid receipts, and forwards the package to their supervisor. The supervisor and, if necessary, other approvers, sign the expense account and forward it to the University's Comptroller's Office or the Office of Sponsored Programs for grant-funded travel. The reimbursement check will be sent to the traveler's address listed on the GAD X-5 form or directly deposited to their bank account for direct deposit employees.

Grant funded travel

For all travel expense accounts funded with grant funds, the travel expense accounts must be forwarded to the Office of Research Administration (ORA) after obtaining the various department signatures. After the Office of Research Administration reviews it, they will sign the approval to the GAD X-5 form.

If the completed GAD X-5 form is for a cost center approved for the Federal Joint Travel rules and rates, the ORA will stamp the GAD X-5 form, and sign and date the stamp.

The ORA will forward the approved grant funded expense accounts to the Comptroller's Office. The Comptroller's Office review of the travel expense accounts will be based upon the applicable travel rules and rates.