Before the trip
- Complete a Travel Authorization making sure that all anticipated expenses are listed before traveling.
- Travel Authorization should be approved by the budget authority and traveler's supervisor before traveling.
- Determine your method of transportation.
- Determine whether reservations and/ or prepayments will be necessary.
- Prepayments may include registration fees and air travel expenses. These prepayments are requested by entering the information under the prepaid section of E-Travel. Once the E-Travel check request has been approved you will need to send that with the invoice/registration form or paid receipt to the Travel Office for processing.
- Make travel arrangements early to secure attractive prices for lodging and transportation.
- Plan ahead and allow at least ten business days to apply for a travel advance.
- Travel Advances are available only to Student Groups who have a Faculty/Staff Member claiming all expenses.
- Travel Advances will not be issued earlier than five days before departure.
- Review transportation polices affecting use of personal car, rental car and taxis.
- Standard mileage rate is $.55(if motor fleet was requested and denied) per mile for the use of a private car.
- Practice good judgment and prudence when incurring expenses. Luxury rooms, personal services, and other expenses will not be reimbursed.
- Learn the basic policies which apply to state guidelines for travel so you can avoid personal costs.
During the trip
- Obtain receipts for any expense you wish to be reimbursed for (except meal per diem)
- Lodging – Itemized receipt with a zero balance.
- Airline/train - tickets and itineraries (receipt) at coach rate if not purchased from our contracted travel agencies.
- Car Rental – Rental agreement contract showing total cost of rental with a zero balance. Optional insurance is not reimbursable. Should be from a state contracted vendor.
- Bus – must have ticket (receipt).
- Gas - Fuel receipt that shows the $ per gallon.
- Obtain original receipts for parking, tolls, and taxis.
- Meals – If business meals for a group you will need an itemized meal receipt.
- Baggage Charges - Must have receipt showing $ amount was for baggage expnese.
- If traveling by personal car, record your mileage.
- We can only reimburse the person who actually paid the bill.
- Registration – must bring back an agenda from the conference.
- Expenses that are not reimbursable.
- Room Service tips, valet tips, or other hotel services
- Laundry services
- Snack between meals
- Tours or other social activities
- Flight insurance or personal accident car insurance
- Additional expenses of a personal nature
- Movies charged to hotel bills
- Expenses for children, spouses, and companions while on travel status.
After the trip
- Prepare the Travel Reimbursement and submit to Travel within 30 calendar days from the return date.
- If the travel expenses are less than the Travel Advance received, write a check for the difference payable to UNCW.
- Be sure to attach all original receipts to the reimbursement check request. If receipts are smaller than a half page please tape the receipts down to an 81/2 by 11 page.
- If foreign currency receipts are attached please label what it is for, date it was incurred and, submit the foreign currency converter sheet.
- Forward the travel reimbursement and receipts to the Travel Office
- After processing, traveler will receive a direct deposit/reimbursement check for allowable expenses.
Maintained by L. Gore (
) | About this Site | Copyright Notice |
