Employee | Hourly | Non-Emp. | Summer Pay | Non-Emp. Student | Student Employee

Employee Reimbursements

Once the expenses have been approved by the department and Dean's office, Employee travelers will be reimbursed through payroll. The Smart Center will send the traveler an Electronic Expense Statement along with a letter identifying which paycheck the traveler can expect the reimbursement. The traveler will need to sign the Expense Statement and return it to the Smart Center for our records.

Hourly Employee Reimbursements

Once the expenses have been approved by the department and Dean's office, the Smart Center will determine which paycheck the reimbursement will be processed in. If the traveler will be receiving a check, we will continue to process the travel as an employee reimbursement. If the traveler does not have any hours on the pay period, we will follow the non-employee reimbursement process.

Non-employee Reimbursements

Once the expenses have been approved by the department and Dean's office, the Smart Center will mail a letter to the traveler to inform them of the reimbursement amount and when to expect the check. Simultaneously, we will send all original paperwork to the Accounts Payable department where they will review all of the receipts and forward the paperwork to the State of Maryland. The State will then process the reimbursement and mail the check to the address given on the expense statement.

Summer Reimbursements

The Smart Center will follow the same employee reimbursement procedures above for 12/12 month employees during the summer.

Employees with 9/22 month, 9.5/22 month, Summer Pay, and Summer Research appointments will be processed differently. During pay periods 26, 1, 2, and 3, the State of Maryland will direct deposit the funds into the same account used for salaries during the academic year.

Non-employee Student Reimbursements

Once the expenses have been approved by the department and Dean's office, the Smart Center will mail a letter to the traveler to inform them of the reimbursement amount. All paperwork will be sent to the Accounts Payable department where they will review all of the receipts and forward everything to the Student Financial Services and Cashiering Office. The reimbursement will be deposited into the student's school account.

Student Employee Reimbursements

If a traveler is both, an employee and a student, the reimbursement process will depend on which the traveler was first.

* If the traveler was an employee before a student, the reimbursement will be processed through payroll as an employee reimbursement.

* If the traveler was a student that later began working at the University, the reimbursement will be deposited into the student's school account.