Policy VII-3.11-GC UMGC Policy on Expense Reimbursement Related to Professional Development

(Approved by UMGC President on July 1, 2017)

1. Purpose and Applicability

   The purpose of this Policy is to ensure that University of Maryland Global Campus (UMGC) funds for professional development purposes are administered equitably. This Policy applies to all employees on Regular and Contingent Status. Nonexempt Staff employees who are included in the representation of the collective bargaining unit are subject to the Memorandum of Understanding (MOU) and applicable UMGC HR Policies; where there is a conflict between the two, the MOU shall prevail.

2. Administration

   1. UMGC will provide full or partial reimbursement for staff professional development activities involving travel and/or other costs, as set forth in the applicable procedures.

   2. An employee may be approved for expense reimbursement, not to exceed once each fiscal year, in the following instances:

      1. The employee is an invited speaker at a national or international conference (i.e., either as the sole or major keynote speaker, or, as one (1) of up to three (3) featured speakers) to which UMGC would not otherwise send a representative;

      2. The employee has contributed and received formal acceptance for a paper/proposal and presents the paper/proposal at a conference or similar function; or

      3. The employee participates in a panel discussion at a conference.

      4. The employee shall request approval to present a paper/proposal or participate in a conference panel discussion from the Department or Unit Head prior to paper/proposal submission or conference panel participation.

   3. The Department or Unit Head, with the agreement of the Executive Vice President for the employee's respective Unit or Department, may authorize exceptions to this Policy if the request for reimbursement meets its spirit and intent.

   4. Travel expenses must be approved in advance. Travel expenses will not be reimbursed without prior approval. A trip report must accompany expense statements for non-routine travel, including all conference travel.

Implementation Procedures

The UMGC President has designated the Chief Human Resources Officer (CHRO) to administer this policy; to develop procedures as necessary to implement this policy; to communicate this policy to the UMGC community; and to post the policy and any applicable procedures on the UMGC website.

Replacement for:

• UMGC 170.80: Guidelines for Expense Reimbursement Related to Professional Development