Employees, Hourly Employees, Non-employees, Summer Months, Non-employee students, Student Employees
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 explaining 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 contact the department to find out if the employee will receive a paycheck for the pay-period deadline that we are working on. 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.
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. We will also send all original paperwork to the Accounts Payable department where they will check all of the receipts and forward everything to the State. The State will then process the reimbursement and mail the check to the address given on the expense statement.
The Smart Center will follow the same employee reimbursement procedures above for 12/12 month employees during the summer.
However, 9/22 month, 9.5/22 month, Summer Pay, and Summer Research employees will be processed as Non-employees during the summer months since they will not be receiving regular paychecks during those pay-periods (26, 1, 2, and 3).
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 check over all of the receipts and forward everything to the Bursar's Office. Accounts Payable will send the student traveler an email letting them know who the contact at the Bursar's Office is, and that the reimbursement will be processed in 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 processed through the Bursar's Office.
If you have questions on any of the processes, please feel free to contact the Smart Center at 301-405-8282 or help@smartcenter.umd.edu