Establishes policies related to non-state employees involved in official travel for the university.
Authority:
Vice Chancellor of Business Affairs
History
Effective July 1, 1995; updated July 29, 1998, February 1, 2007; November 20, 2008; April 2010; September 29, 2010; November 1, 2017; supersedes former Administration Policy No. TRA1.10, “Travel by Non-State Employees”
Establishes policies related to non-state employees involved in official travel for the university.
Scope
Applies to all non-state employees traveling on behalf of any university department or activity.
Policy
General Statement
Non-state employees traveling on state business whose expenses are paid or reimbursed by the State of North Carolina are subject to the same regulations as state employees, including statutory lodging and meal allowances.
All travel is subject to availability of funds. The university reserves the right to limit the cost of travel according to the limits established prior to the trip. The budget authority is responsible for the university fund from which the travel expenses will be paid and responsible for ensuring funds are available prior to authorizing travel for non-state employees. Lodging excesses as defined by the state (lodging in excess of the amounts listed in Appendix A) must be approved by the department head/chair prior to the travel.
Definition of Non-State Employee
For purposes of this policy, examples of non-state employees include, but are not limited to the following:
An employee of another governmental jurisdiction (local or federal) in whose travel the state may have a business interest
A prospective employee
A student (not on UNCW’s payroll) in a state public college or university
An attendant for a handicapped employee
A professional person/consultant (not on the state payroll) who is not be paid for any services, is a U.S. Citizen, and only has travel expenses
Definition of an Independent Contractor
If the payment fits the criteria below, then a PUR 1.40 must be completed in uShop and submitted with the travel Pre-Approval and Expense Reports in Chrome River. All other non-employee rules still apply.
For the purpose of this policy, each of the following payments are treated as payments to or on behalf of an Independent Contractor:
A payment that is made to a consultant, contractor or professional person for their services
A payment that is made to or for the benefit of a non-U.S. person
A payment to a non-employee who will have individual contact with students
Pre–Approval for Travel
A Pre-Approval for Travel must be prepared in Chrome River for each non-employee to cover anticipated travel expenses while on official university business.
Travel Advance
Travel advances will not be provided to non-state employees.
Reimbursable Expenses
Prospective Professional Employees. Prospective professional employees who are visiting the university for employment interviews may have travel expenses reimbursed. Reimbursable travel expenses are limited to transportation, lodging, and meals for a maximum of three days (5 days if one is a Saturday) at the in-state rates listed in Appendix A.
Students. Students at state institutions traveling on official state business and whose expenses are paid or reimbursed by the state are subject to the same regulations (including statutory lodging and meal allowances) to the same extent as state employees. Student travel expenses while working as an employee of the state are considered on official state business when traveling on behalf of their position and shall be paid from the same source of funds from which the employee is paid. Non-employee students who travel to fulfill a course requirement for academic credit and whose expenses are paid or reimbursed by the General Fund are subject to these regulations, including statutory allowances, to the same extent as are state employees. Approval for non-employee General Fund student travel to fulfill course requirements for academic credit must have written prior approval of the Vice Chancellor for Business Affairs or his/her designee
Exception for student team travel: Students traveling for athletic sponsored events are subject to special documentation and reimbursement rules. Student Team Travel includes a Faculty/Staff member submitting the travel pre-approval in his/her name and paying for all expenses for the team. The roster must be attached to the pre-approval and expense reports.
Attendants for Handicapped Employees. State policy does not permit the routine payment of salaries for attendants for handicapped employees. Payment of travel, lodging and meal expenses for attendants may be reimbursed if advance approval is obtained in writing via a memo from the Chancellor.
Family Members. Travel expenses for members of a non-employee's family are not reimbursable.
Procedures
Pre-Approval for Travel
The budget authority of the university department supplying the funds for travel expenses must authorize the travel in advance and must ensure that sufficient funds are available.
Travel by non-state employees requires a Pre-Approval for Travel in Chrome River.
All student travel must be processed in Chrome River. Students on the payroll follow employee policies and the report type should be “Student Employee”. Students not on the payroll follow non-employee policies and the report type should be “Student Travel”.
If the Non-Employee has not traveled on the University’s behalf before, a Vendor Maintenance Set-Up Form must be completed and submitted before the Pre-Approval can be created.
Agency Airfare for Non-Employees and Independent Contractors
Create a Pre-Approval in Chrome River.
Contact the Travel Agency and select the flight desired.
Enter the agency airfare information on the Pre-Approval under “Airfare paid by Travel Office”.
Upload the itinerary from the travel agency for the flight chosen.
Submit the Pre-Approval for travel for approval by all required parties (Traveler, Department Head, Budget Authority, and Grant Officer if using Grant Funds).
If the traveler is an Independent Contractor, a PUR 1.40 form must be completed and attached to the Pre-Approval.
Once all the approvals are received, the Disbursements Office will notify the Travel Agency to purchase the ticket. Approvals must be received by 4:30 each day.
After the airfare is purchased, the transaction will appear in the non- employee’s E-Wallet in Chrome River and must be added to an expense report.
Local Lodging for Non-Employees and Independent Contractors Visiting Campus
Create a Pre-Approval in Chrome River.
Department contacts the local hotel of their choice from the list of direct bill hotels on the travel website and makes the reservation with the hotel.
Enter the local hotel information on the Pre-Approval under Lodging and select “Paid by Travel Office”.
Submit the Pre-Approval for Travel to be approved by all required parties (Traveler, Department Head, Budget Authority, and Grant Officer if using Grant Funds).
If the traveler is an Independent Contractor, a PUR 1.40 form must be completed and attached to the Pre-Approval.
Disbursements will notify the Local Hotel with approval to charge the lodging to the university once all approvals are received. Approvals must be received by 4:30 each day.
After the lodging is charged, the transaction will appear in the non- employee’s E-Wallet in Chrome River and must be added to the expense report.
Reimbursement of Out-of-Pocket Travel Expenses
Complete an Expense Report in Chrome River to reimburse the traveler for the expenses they paid for. Receipts are required for all reimbursable expenses except meal per diem. If the travel reimbursement is for a non- employee, select “Non –Employee” as the report type. If the traveler is an Independent Contractor, select “Independent Contractor” as the report type (reference 05.182 for additional instructions).
