05.188 Travel Documentation Standards

Vice Chancellor of Business Affairs

Effective February 1, 2007; updated November 20, 2008; July 15, 2009; November 1, 2017; supersedes former Administration Policy No. TRA1.18, “Travel Documentation Standards”

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 required travel documentation standards to be reimbursed for official university travel.

2. Scope

   Applies to all university departments and activities.

3. Policy

   1. General

      1. All receipts must be in traveler’s name.

      2. Receipts in foreign currency must be converted to US dollars (use http://www.oanda.com/convert/classic) and attach proof of conversion.

      3. All documents must be reviewed by Disbursements Office.

      4. A written explanation of any unusual circumstances should be uploaded to the expense line item on the Travel Expense Report when submitted for approval to Disbursements Office.

   2. Transportation

      1. Airfare

         • Proof of purchase (original ticket or eTicket, including flight itinerary, traveler’s name, purchaser’s name) is required for reimbursement.

         • The ticket must be coach class unless prior written approval from the Chancellor is attached to payment request.

         • If original tickets/eTickets are not available, an original credit card statement showing purchase of the ticket and the flight itinerary may be substituted.

         • Extra charges for seat selection are not reimbursable.

         • If flying from any other airport besides ILM, the traveler must provide a comparison quote for round trip out of ILM in addition to the flight they are purchasing.

      2. Ground

         • Only actual business mileage from Point A to Point B will be reimbursed. Mileage over this amount requires written explanation of the business purpose.

         • Mileage will be calculated from the traveler’s duty station or home, whichever is closer.

         • Mileage reimbursement for personal excursions will not be paid.

         • Receipts for taxis/limousines/shuttles are required for reimbursement.

         • If taxi/bus/train/subway expense is claimed for travel other than to/from airport, a written explanation of the business purpose of the expense must be included.

         • Bus/taxi/limousine/shuttle expenses require receipts.

         • Train expenses require receipts.

         • Rental vehicles require paid receipts showing $0.00 balance due.

           • UNCW employees are covered by UNCW’s insurance if on official business. Additional insurance is not reimbursable.

           • GPS and other upgrades are not reimbursable

         • State contracted rental agencies are to be used if possible

         • Parking and tolls require paid receipts.

         • Reimbursement for gas is allowable if gas is less than mileage.

         • Gas receipts must show price per gallon and gallons purchased.

         • Mileage logs must be uploaded in Chrome River.

         • Courtesy car mileage will be reimbursed at $0.30 per mile.

           • Original courtesy car mileage logs are to be sent with the Travel Expense Report to the Disbursements Office.

           • A copy of the courtesy car mileage log is to be sent each month to Tax Accountant

   3. Lodging

      • Reimbursement for lodging occurs after the travel occurs.

      • Itemized, paid receipt ($0.00 balance) from a commercial lodging establishment showing the cost of the room and taxes per night is required for reimbursement.

      • Lodging booked online through a third party vendor (i.e. Orbitz, Travelocity)

        • Reimbursement for online purchases can be made only after travel occurs.

        • Online receipt confirming reservation and showing payment, the cost of the room each night and taxes, the number of nights and number of guests is required for reimbursement.

        • Receipts are not normally given by the commercial lodging establishment except for other expenses billed directly such as internet connection fees, phone calls, etc. If these expenses are to be claimed by the traveler, the receipt from the lodging establishment must be submitted.

      • 3rd Party Lodging - Third party lodging refers to an establishment that is rented by a third party or an establishment treated as an apartment building by state or local law. This means the only lodging allowable is in a hotel or motel. Any apartment or house rental will not be allowed unless OSBM approves prior to first day of travel. This also includes Bed & Breakfasts, Airbnb, campgrounds, etc. Check with the Disbursements Office before making reservations if you are unsure if the lodging is 3rd party. The following are required for 3rd Party Lodging:

        • Approval from OSBM

        • OSBM Exception Form

        • Memo

        • Copy of Rental Agreement

        • Quotes from hotels showing the evidence of savings to the university.

   4. Registration

      • Receipt showing payment of the registration fee, registration form or conference agenda, any additional expenses, and the traveler’s name are required for reimbursement.

      • Web receipts are acceptable if they include the same information as above and the name of the organization that received the payment.