05.187 Team/Student Group Travel

Vice Chancellor of Business Affairs

Effective November 20, 2008; updated July 15, 2009; April 2010; December 2012;  February 2013; November 1, 2017; supersedes former Administration Policy No. TRA1.19, “ Team/Student Group Travel”

Office of State Budget and Management

Rate Table - Transportation, Lodging, and Meals

Controller’s Office/Disbursements

Policy Details:

1. Purpose

   To explain the policy and procedures regarding Team/Student Group travel for official university travel.

2. Scope

   1. Applies to all university departments and activities.

   2. A team/student group is defined as a group of students accompanied by a staff or faculty member or designated student employee who is leading the group and incurring all the travel expenses for the group. The staff, faculty member or designated student employee must be traveling with the Team/Student Group the entire trip.

3. Policy

   1. Only one Travel Pre-Approval is required per trip. If a UNCW staff or faculty member or designated student employee is leading the Team/Student Group, the Travel Pre-Approval must be in that person’s name.

   2. A list of students traveling with the group must be attached. If any additional staff or faculty are traveling with the group, they create their own Travel Pre- Approvals.

   3. If any expenses are to be prepaid or a travel advance given and a UNCW staff or faculty member is not traveling with the students, the Travel Pre-Approval must be in the name of a student employed by UNCW who is also accompanying the group on the trip.

   4. Only one person will be issued a travel advance and will be responsible for providing documentation of expenses and repayment of any unused funds.

   5. All meals for the Team/Student Group must have an itemized receipt. All other documentation standards apply to Team/Student Group travel as apply to other travel, including use of motor fleet vehicles.

4. Procedures

   1. Travel Pre-Approval

      1. Prepare a Travel Pre-Approval for the Team/Student Group in the name of the staff, faculty or designated student employee traveling on official university business.

      2. Prior to the first day of travel, the Budget Authority and Supervisor of the employee leading the group must approve the Travel Pre-Approval and ensure that sufficient funds are available.

      3. If contract and grant funds are being used, the Travel Pre-Approval is routed and approved by the appropriate Grant Officer in the Office of Sponsored Programs and Research Compliance.

      4. The Travel Pre-Approval must be completed and approved prior to the Team/Student Group’s departure.

      5. If an advance or prepaid is requested, a Travel Expense Report must be created in Chrome River. Supporting documentation must be included on the Travel Expense Report that is submitted to the Disbursements Office.

   2. Cancellation of Travel Plans

      If travel plans are cancelled after the Travel Pre-Approval has been created and/or approved, the Disbursements Office must be notified. This can be done by adding a comment in the Travel Pre-Approval and Travel Expense Reports. If registration or lodging has been prepaid, the department must contact the vendor to request a refund. The refund check is forwarded to the Disbursements Office with the Travel Pre-Approval Number and Report Name. If agency airfare was purchased, the department must cancel the ticket before the trip. Use the comment section of the Travel Pre-Approval in Chrome River to explain when the credit voucher for the flight will be used. If a travel advance was issued, the advance must be repaid to the Disbursements Office.

   3. Chrome River Travel and Expense System

      Chrome River is found on the MySeaport Website under the Administrative Services tab.

   4. Instructions

      These instructions are provided only for those items requiring additional explanation. When entering the Travel Pre-Approval it is important to enter all estimated costs.

      1. “Comment Section” - Use this feature to provide any additional explanations or special circumstances.

      2. “Airfare” - Indicate amount of airfare (including applicable taxes) and the travel agency fee. Enter the agency airfare on the Travel Pre-Approval. Select “Airfare” and “Paid By – Disbursements Office”, and the Travel Agency Name. All other Team/Student Group members should be listed in the description line of the Airfare or upload a list to the expense line item.

      3. “Private Car” - Estimate mileage and the rate per mile. (See Appendix A for applicable rates; link is located above under ‘Related Links’).

      4. “Rental Car” - Indicate amount of rental car cost (including taxes) on the Travel Pre-Approval and select “Paid By – Travel Office”. The designated employees whose name appears on the Travel Pre-Approval should enter the cost of the rental car on his/her Travel Pre-Approval in Chrome River.

      5. “Meals” - Review the meals selected under each appropriate day. Add check marks for any meals included with a registration or as part of Business Entertainment. Meals with check marks are not reimbursed. (See Appendix A for the allowable rate for meals).

      6. “Other Travel Expenses” - Enter a description and an amount in the space provided for other allowable travel costs expected while in travel status. These travel expenses may include but are not limited to telephone charges, internet charges, supplies, baggage handling, and other appropriate items. They do not include expenses such as airfare, registration, lodging, transportation and meals.

   5. Approval Signatures

      1. Traveler. Signature of the traveler is always required on both the Travel Pre- Approval and Travel Expense Report in Chrome River.

      2. Supervisor. Signature of the traveler's immediate supervisor is required on the Travel Pre-Approval. If the traveler’s lodging exceeds per diem rates, the Supervisor’s approval is also required on the Travel Expense Report.

      3. Budget Authority. Signature of the Budget Authority for the university funds being charged for travel expenses is always required on both the Travel Pre- Approval and Travel Expense Report. If multiple funds are being charged, each fund’s Budget Authority must approve.

      4. Grant Officer. If contract and grant funds are being charged, the Grant Officer must approve both the Travel Pre-Approval and Travel Expense Report.

      5. Chancellor/Vice Chancellor. Travel Pre-Approval for all travel outside the continental United States (including travel to Alaska and Hawaii) requires approval by the Chancellor or appropriate Vice Chancellor.