MSDE Employee Expense Reimbursement Form

MSDE Employee Expense Reimbursement Form

Reimbursement forms must be submitted within 60 days of the date of expense incurrence. Approval from the Division of Financial Planning, Operations, and Strategy leadership is required for reimbursement requests that are submitted beyond 60 days. The timeframe for processing reimbursement forms is 30 days.

Include one request per form. To submit multiple expenses, use your browser's back button after submission and you can return to this page with the form fields auto-populated from your last submission.

"Out-of-State travel" means travel to destinations outside Maryland and Washington, D.C. For out-of-state travel, please attach the approved out-of-state travel documentation with the expense reimbursement form.

Please remember:

All meal rates are inclusive of taxes and tips.
Original receipts are required for all expenses other than tips.
Receipts for meals and hotels must be itemized.
When an employee is in travel status involving absence from home overnight, all meals are reimbursable.
Reimbursement will not be made for the cost of alcoholic beverages.
The cost of breakfast is reimbursable when an employee, in travel status, has to leave home on official business two hours or more prior to the beginning of the employee's normal start time. The cost of dinner is reimbursable when an employee, in travel status, cannot get home within two hours or more after the employee's normal quitting time. In both cases, the two hours are in addition to the regular commuting time.
Staying overnight in a hotel confirms travel status. If you stayed in a hotel, provide a copy of the itemized hotel bill/folio.
If you are at a conference but are claiming meal reimbursement, provide the agenda from the conference to show the duration of the event and whether or not meals were provided.

Required Field Note

For all fields on this form, an asterisk (*) denotes a required field.

Submitter First Name*

Submitter Last Name*

Submitter Email*

Home Address*

For example: 200 W. Baltimore Street, Apt 123

City*

State*

MD : Maryland

Zipcode*

For example: 21201

SSN or Employee Workday ID*

Only State Board Members and employees who have resigned should use Social Security Numbers (SSN) on the expense form and travel log. The full SSN is the equivalent of a vendor tax ID number in the payment system.

Office, Division, or Program*

Select from the dropdown.

Select

Assistant Superintendent or Immediate Supervisor Email Address*

Date Expense Incurred*

Dates must be entered in the format: MM/DD/YYYY

Travel Expense or Non Travel Expense*

Is this expense a travel related expense/was this expense incurred while traveling on work assignment?

No - Not a travel-related expense

Start Time and Location*

The employee's actual work start time and finish time for the day in which reimbursement is requested must be indicated on the expense form.

End Time and Location*

The employee's actual work start time and finish time for the day in which reimbursement is requested must be indicated on the expense form.

Purpose of Travel*

If reporting a non meal or non mile expense, please ensure you utilize one of the following AOBJ numbers for this expense report:

0401-IN STATE/ROUTINE OPERATIONS
0402-IN STATE/CONFERENCES/SEMINARS/TRAINING
0403-OUT-OF-STATE/ROUTINE OPERATIONS
0404-OUT-OF-STATE/CONFERENCES/SEMINARS/TRAINING

Expense Type*

Select from the dropdown.

Select

Meal allowances for employees while in travel status are reimbursable at the rates established by the Secretary of the Department of Budget and Management.

For calendar year 2023, the standard meal allowance (including Tax and Tip) rates are:

Breakfast: $15.00
Lunch: $18.00
Dinner: $30.00

Tips for meals should not be greater than 15% of the total bill. Reimbursement will not be made for the cost of alcoholic beverages. Receipts for meals must be itemized. Visit this link for meal reimbursement rates in high-cost metropolitan areas.

The following policies apply to any day in which the driver travels in a privately owned vehicle to conduct State business. Reimbursement shall be made as follows:

A driver who leaves the office to conduct business in the field and returns to the office may be reimbursed for all mileage directly connected with the business trip because the driver will have driven his normal daily commute to and from the office by the end of the day.
A driver who conducts State business prior to coming into the assigned office or on the way home from the assigned office may be reimbursed for all mileage in excess of the daily round trip commute miles regularly traveled.
A driver who leaves home to conduct business and returns home without stopping at the assigned office may be reimbursed for all mileage directly connected with the business trip in excess of the round-trip commute miles regularly traveled.
An authorized driver who chooses to use a privately owned vehicle for official business when a State vehicle is available shall be reimbursed at one-half the ordinary standard rate.
In no event shall a driver be reimbursed for commuting to and from his or her assigned office.
Please use the Agency Object Code 0405 for all mileage reimbursement. For additional information, please contact your Division's Fiscal Coordinator.

Expense Description*

Mileage Itinerary*

List the origination and destination locations traveled. Attach a printout from Google Maps or MapQuest to show an independent calculation of mileage.

Total Mileage*

This number should include mileage commuting

Total Number of Business Miles Traveled*

This number should exclude mileage commuting

Mileage reimbursement rates are as follows:

Full rate reimbursement is $0.655 per mile
Half rate reimbursement is $0.3275 per mile.

For half rate guidance, please refer to the State of Maryland Policies and Procedures for Vehicle Fleet Management, Section 8.2.01. The policies and procedures can also be

found online.

Mileage Reimbursement Rate*

Select

Expense Amount*

A number value is required and you can type your entry in or you can use the field arrows to adjust the amount.

Accounting Object Code*

Begin typing into the field to quickly reach your object code.

Select

Program Cost Account (PCA) Number*

If you are unsure of the correct PCA, please reach out to your program's Core Services Team planning and budget analyst. Analyst program assignments are available on the Office of the Budget website.

Documentation Upload

Please provide original receipts and all supporting documentation with the submission of this form. MSDE recommends copying or scanning original receipts and documents to retain backups until all expenses are processed and any payment is issued and received.

Receipts are required except for the following expenses: Meter Parking, Unattended Tolls, Unattended Parking Lots, Transit Fare, Pay Station Phone. Additional documentation may be required from the General Accounting Division of the Comptroller for reimbursement.

Drag and drop files here or

I certify this form to be just and correct. No payment was received for the same items currently submitted on and contained in this form.*

To submit multiple expenses, use your browser's back button after submission and you can return to this page with the form fields auto-populated from your last submission.

Send me a copy of my responses

Privacy Notice|Report Abuse