seahawk in front of Hoggard Hall

Travel News

Year End Deadlines

  • June 17th - All travel reimbursements and prepaid check requests due to the Travel Office.
  • June 22nd - Visa Travel Card transactions that are posted by the bank by this date will be paid out of this year's budget.
  • June 22nd - Local Lodging, Enterprise, and Prepaid Agency Airfare transactions posted by the bank by this date will be paid out of this year's budget.
  • June 24th - All Visa Travel Card transactions must be reconciled by this date in the travel system.

Change in Personal Vehicle Mileage Rate Policy

The Office of State Budget and Management (OSBM) has modified the personal vehicle mileage reimbursement rates effective January 1, 2016. For round trips that do not exceed 75 miles, individuals may be reimbursed up to the current IRS business rate of 54 cents per mile (decreased from 57.5 cents in 2015). For round trips exceeding 75 miles, a rate of 34 cents per mile will be reimbursed. The reimbursement rate is dependent on the round trip mileage not the availability of a rental car.

Faculty and staff choosing to use their personal vehicle for round trips under 75 miles will be reimbursed up to 54 cents per mile. For round trips over 75 miles the rate of 34 cents per mile will be reimbursed. If you have any specific questions regarding these changes, please contact the Disbursements Manager, Laura Gore, at ext. 23076.

Local Hotels - New Process

Beginning January 11, 2016 the Travel Office implemented a new process for local hotel expenses for our out of town guests!

In the past departments entered Purchase Orders in uShop when making reservations for local hotel rooms and pay for the room via check request to the hotel or reimbursement to the traveler. Now the Travel Office will give approval to the hotel directly to charge the room and tax on an assigned credit card. All the dept needs to do is contact the hotel to make the arrangements, complete a Paper Travel Authorization form, have the Budget Authority sign and submit it to the Travel Office. The traveler does not need to sign the travel authorization for the lodging!

For your convenience we have created a new page called Local Hotels on the main page of the Travel website. Here you will find a listing of the hotels participating in this new program. This web page includes contact information, pricing and amenities for each hotel in our area.

Below are the steps for the Local Hotel procedure:

  • Department contacts hotel to make arrangements for guest staying at hotel
  • Department completes the following sections on the Paper Travel Authorization form for the lodging:
    • Travelers information (top half of the form)
    • Hotel Name
    • Total Cost for room and tax (upgrades, internet and other amenities are not allowed as with all lodging)
    • Dates of reservation
    • Fund and Account
    • Budget Authority Signature
  • Department brings the Paper Travel Authorization Form to Sandy Gladden in the Travel Office or e-mail it to her at (gladdens)
  • Sandy reviews the form and then provides the hotel with the authorization for payment. Only room rate and tax are included
  • When the guest checks out of the hotel, the portfolio/receipt will be e-mailed to the Travel Office.

For any questions please contact Laura Gore at or Sandy Gladden at

If you have any specific questions regarding these changes, please contact the Disbursements Manager, Laura Gore, at ext. 23076

Travel Rate Change Effective July 1, 2015

Per the Office of State Budget and Management maximum reimbursable subsistence payments for state employees' in-state and out-of-state travel have been revised effective July 1, 2015

The following list details the new rates of subsistence per day for travel related expenses.

In State Out Of State

Register Now for Travel Cardholder and Travel Card Admin Training!

To learn about your responsibilities as a Travel Card Admin, you can sign up for one of the Travel Card Admin classes offered by the Travel Office. Or, if you are a Travel Cardholder, you can sign up for a class on how to use the Travel Card and what it can be used to purchase. All Card Holders and Card Admins must attend Travel Card Training before the card will be issued to the Card Holder.

To register for the Card Holder and Card Admin training session, please follow instructions found here. This link will bring you to the Finance Training registration site.

Classes for Travel Card Admin Training are offered:

Mar 17th 10:00AM-12:00PM
Apr 26th 9:00AM-11:00AM
May 9th 10:00AM-12:00PM
June16th 10:00AM-12:00PM

Classes for Travel Cardholder training are offered:

Mar 8th 1:00PM-2:00PM
Apr 12th 9:00AM-10:00AM
May 5th 1:00PM-2:00PM
June 7th 1:00PM-2:00PM

Compare Enterprise Rental Car Cost VS. Personal Vehicle Mileage Cost

Enterprise has provided a mileage calculator to determine when it is best for your budget to rent a car or use a personal vehicle. Click the link below to compare your next trip.

Enterprise Mileage Calculator

Visa Travel Card Deadlines for 2016



Cycle Date Modification Cut Off Date Statements & Receipts Due to Travel Office
November 2015 10/16-11/15 Nov 24 Dec 1
December 2015 11/16 -12/15 Dec 18 Jan 6
January 12/16 - 1/15 Jan 21 Jan 29
February 1/16 -2/15 Feb 22 Feb 29
March 2/16 - 3/15 Mar 22 Mar 30
April 3/16 - 4/15 Apr 22 Apr 29
May 4/16 - 5/15 May 23 May 31
June 5/16 -6/15 June 23 June 27


End of Fiscal


6/15-7/15 June 24 June 29
July 6/16-7/15 July 22 July 30
August 7/15-8/15 Aug 22 Aug 30
September 8/16-9/15 Sept 22 Sept 29
October 9/16-10/15 Oct 21 Oct 28
November 10/16-11/15 Nov 22 Nov 29
December 11/16-12/16 Dec 22 Jan 4

UNCW and Enterprise Join together to offer UNCW Employees a Direct Bill for Reserving Vehicles with Enterprise

Enterprise joins UNCW to provide car rentals for UNCW employee travel. It's easy!

  • To reserve a car for UNCW travel, use the E-Travel Pre-Paid Rental Car section Enterprise booking tool..
  • Drop off and pick up sites on campus. See the campus map.

Eaton Plaza- in front of James Hall

Lot behind Cameron Hall

Lot F - in Front of DePaolo Hall

Small Lot beside Education Building

Lot S - Accross Price Dr from the Student Rec Center

Small Lot behind Warwick Center

Lot Q Westside of Cultural Arts Bldg

  • To return a car, call Enterprise and tell them you are back and the car is ready to be picked up.
  • No out of pocket expenses. The expense of the car will be charged directly to UNCW
  • For complete procedures please visit the Travel Office Website under Employee Rental Car.

The cost to rent the cars is listed below. Additional cars/prices available on our rental car page.


Daily Rate