Contact SORC

0208 Adele H. Stamp Student Union
University of Maryland
College Park, MD 20742


301-314-7158
SORC@umd.edu

Student Organization Motorpool/Transportation Requests

 

Effective Fall 2017, student organizations using SGA or SGR funds for travel-related expenses will be required to complete an online training.

  • Travel-related expenses include:
    • Rental of university-owned vehicles
    • Airfare
    • Charter bus rental
    • Trains
    • Out-of-state conference/registration fees - even if NOT using SGA/SGR funds for the travel expenses
  • The University of Maryland’s Travel Policy and Driving Rules for University of Maryland Vehicles governs travel for activities or events that are sponsored by a registered student organization and authorized by the University of Maryland.
  • Travel authorization requests must be submitted and approved prior to travel so the university can properly manage liability issues for student organization travel and ensure compliance with university travel policies.
  • Student organization travel must relate to the purpose of the organization and comply with the policies outlined in the required training and in the SORC Financial Services Manual.
  • Detailed instructions on making arrangements for travel-related expenses can be found in the SORC Financial Services Manual.

 Planning the Trip

  • Complete the Travel Training for Student Organizations as far in advance as possible.
    • The Travel Training can be found in the SGA Financial Officers Portal. Students must have completed the SGA Financial Officers training to be able to access the Travel Training.
    • For more information on the SGA Financial Officers portal, refer to the SORC Financial Services Manual.
  • Collect emergency contact information for all student travelers PRIOR to submitting the Travel Request.
  • Submit a Travel Request to SORC a minimum of ten (10) business days in advance of the trip.
    • There are a LIMITED number of vehicles as Motor Pool is utilized by every department on campus. Groups are encouraged to submit their requests as far in advance as possible to increase the potential vehicle availability. 
    • If Motor Pool has run out of the requested vehicle, SORC cannot rent vehicles from a non-university rental agency.
  • Submit all required supporting documentation a minimum of five (5) business days in advance of the trip.

Travel Guidelines

  • Complete the Travel Training For Student Organizations which can be found under “Files” in the SGA Financial Officers portal.
  • Submit the Travel Request form in the SGA Financial Officers portal a minimum of ten (10) business days in advance.
  • Submit all required supporting documentation a minimum of five (5) business days in advance.
  • Information required for all travel requests include:
    • Name(s) Emergency contact information for all travelers
    • The Emergency Contact Information form can be found under “Forms” in the SGA Financial Officers portal
    • Travel Dates
    • Destination(s)
    • Number of people traveling
    • Detailed itinerary
    • Lodging arrangements and EXACT address for lodging.
    • Purpose of the trip
  • Groups are encouraged to use university contracted travel services. A list of travel agencies can be found here.
  • For travel expenses above $5000:
  • University policy requires the following for travel expenses over $5,000:
    • Be submitted a minimum of thirty (30) calendar days in advance
    • Cost quotes from at least three (3) companies for the desired expense including the preferred provider.
    • A detailed explanation from the student organization as to why they wish to use the preferred provider.
    • While cost is usually the deciding factor when choosing a travel provider, you should provide all other reasons for choosing that provider such as their ability to meet the specific needs of the organization, customer reviews, location (if funds are being requested for lodging, the location of the lodging relative to the organizations’ activities or safety concerns of the surrounding community) or any other relevant information.