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Policies and Procedures

Policy 1308 – Travel Expenses

Effective
May 7, 2001
Last Updated
June 24, 2013
Last Reviewed
June 24, 2013
Responsible University Officer
Director of Systems and Operations
Responsible Unit
Systems and Operations

Policy Statement

Travel, subsistence and other allowed expenditures will be reimbursed to authorized University employees and others traveling on official University business. Reimbursements will be made at the amount authorized by State regulations, unless a higher allowance (excess subsistence) has been specifically approved.

Travel reimbursements to senior University administrators require authorization as follows:

1) Travel reimbursement to the Chancellor shall be authorized by either the Executive Vice Chancellor/Provost or the Vice Chancellor for Finance and Administration or their designees.

2) Travel reimbursement to Vice Chancellors and others who report directly to the Chancellor shall be approved by the Chancellor or a person designated to do so by the Chancellor.

3) Travel reimbursements to Deans and others who report directly to the Executive Vice Chancellor/Provost shall be authorized by the Executive Vice Chancellor/Provost or a person designated to do so by the Executive Vice Chancellor/Provost.

Individuals who are designated to approve travel or travel reimbursement should ensure that an alternate approver is available in cases where the principal approver is unavailable.

For employees who are not designated as a senior University administrator, department heads or comparable administrators have been given this delegation.

Reason for Policy

The policy ensures compliance with State and University travel policies. It also serves to establish guidelines for approval, control and accounting for employees and others who travel on University business.

Exclusions

The University will NOT reimburse travelers for the following expenses:

  • Any expenses related to the personal negligence of the traveler, such as non-canceled hotel reservation.
  • Fines (including parking fines, speeding tickets, etc.).
  • Loss or damage expenses for personal property, such as lost or stolen articles, damage to personal vehicles, clothing or other items.
  • Entertainment expenses, such as fees for social or non-mandatory activities at conferences (tours, sports activities, etc.), alcoholic beverages (never allowable from state funds), inordinately expensive meals and lodging, videos or movies charged to hotel/motel bills, etc.
  • Vehicle expenses (other than rental, mileage, parking and tolls), such as charges to gain entry to a locked vehicle and towing charges.
  • Travel expenses (including child care) related to family members or companions.
  • Expenses for accidents or injuries when the employee is not on official business.
  • Expenses related to care of the traveler’s family or home (e.g., pet-sitting or house-sitting expenses).

The above list is not all-inclusive.

Special Situations

When two or more persons travel together, it is necessary for each person to submit a separate Travel Request form for expenses for meals, lodgings, tips, and transportation by public carrier. However, when two or more persons use the same personal or State car, only one person should report the cost of operating the car.

Reimbursement to an employee sharing a room with another employee will be limited to one-half of the occupancy rate if both claim expense for the room.

Reimbursement to an employee sharing a room with a relative will be limited to the single occupancy rate.

Allowances will be paid for meals for partial days of travel when the partial day is the day of departure or the day of return. The following table details the requirements to claim such reimbursement.

Meal Day of Departure Day of Return Comments
Breakfast Leave before 6:00 a.m. N/A Must extend the workday 2 hours
Lunch Leave before 12 noon Return after 2:00 p.m. Cannot be claimed unless either the trip requires an overnight stay or the cost of the lunch is part of a registration fee
Dinner Leave before 5:00 p.m. Return after 8:00 p.m. Must extend the workday by 3 hours

Procedures

  • 1308.1 - Reimbursing Travel Expenses

Additional Information

Frequently Asked Questions

Q: I prefer to drive my own car to a seminar in Washington, D.C. Will I be reimbursed for mileage at the current rate?

A: A traveler is expected to use the least expensive method of transportation. If a state car was available and you chose to drive your own car, you would be reimbursed at $0.30/mile.

Q: I am attending a seminar in the Research Triangle Park that lasts two days. May I be reimbursed for meals and lodging?

A: No. Meals and lodging are only reimbursed if the travel destination is at least 35 miles from the closer of your duty station or home.

Q: May I use the frequent flyer miles I earn for business travel for my personal travel?

A: Frequent flyer miles earned by a state employee while traveling on state business at state expense are the property of the state. Frequent flyer miles accumulated by an individual state employee during previous state business trips should, to the extent possible, be used by the state employee accumulating the frequent flyer miles while traveling on future state business trips.

Related Data

1308.1.1rd - Reference List of Travel Expenses

Contacts

SUBJECT
CONTACT
TELEPHONE
FAX
E-MAIL
Travel Procedures Travel Services 919-962-0213 919-962-2356 travel_team@unc.edu
Travel Policy Systems & Operations 919-843-5098 919-962-2356 operations_team@unc.edu

History

Revised:
May 1, 2013: Added information on travel reimbursements for senior University officials.
March 28, 2011
September 29, 2008