Finance Home

E-Travel

Office of State Controller

State Of North Carolina Office of State Budget and Management

Accounts Payable

Purchasing

Accounting/Controller

 

 

 

 

 

 

Tips for Trips                                                       

To access E-Travel sign onto UBusiness (https://busaff.uncw.edu/ubusiness/login.cfm)

 

THE INS AND OUTS OF TRAVEL

• Receipts (lodging, transportation, registration, etc.)

• All small receipts or documents must be taped onto an 8 1/2 x 11 sheet of white paper.
• Any exceptions or unusual activity requires explanation.

• Check or reimbursement request must answer the following questions.
1. Who is the traveler?
2. What is the purpose of the travel?
3. When is the travel happening?
4. Where is the person traveling?
5. How is the person traveling?

• Foreign travel (including Hawaii and Alaska)

1. Vice Chancellor or Senior Officer approval required before traveling.
2. City and Country fields must be completed.
3. FX Converter web site for converting foreign currency to US dollar www.oanda.com/converter/classic

• Blanket Travel
• One blanket authorization for each university employee only
• One blanket authorization for each university department only.
• Blankets can not be used for any expenses that are being paid by grants.
• Agency airfare can not be processed on a blanket travel.
• Select Final on check request if no other expenses will be processed for trip
• Meal Reimbursement
• Breakfast - must depart before 6:00 am ($7.75)                                          
• Lunch -  must depart before 10:00 am ($10.10)
• No lunch on one day trips.
• Dinner - must depart before 5:00pm or return after 8:00pm  ($17.30 in state, $19.65 out of state)
• Personal Vehicle Reimbursement/ Motor Fleet
• Reimbursement rate of .55 per mile with justification of non-availability of motor fleet vehicle or round trip less than 120 miles.
• Reimbursement rate of .33 per mile without justification of non-availability of motor fleet vehicle.
• Questions regarding motor fleet contact ext. 23591

• Checks are printed every Wednesday

• Request must be received by Friday, 10:45 a.m. for the check to be issued the following Friday.
• All checks will be mailed to your department or if you are an employee they will be direct deposited.
• In order for the travel office to meet these deadlines please provide written explanation for any extenuating/unusual circumstances and ensure all small receipts are taped to full white page.

 

E-Travel training is offered by online tutorials.

 

UNCW/Jamie Moncrief