Establishes policies related to university business travel.
Vice Chancellor for Business Affairs
Established July 2024 – This policy combines and replaces the following policies:
Office of State Budget and Management
Controller
Purpose
Establishes policies related to university business travel.
Scope
Applies to everyone traveling on behalf of any university department or activity. This includes state employees, non-state employees, independent contractors, students, team/student groups, and student organization groups.
Policy
General Statement
Anyone traveling on university business whose expenses are paid or reimbursed by the State of North Carolina are subject to the same regulations, including statutory lodging and meal allowances.
UNCW employees are strongly encouraged to apply for and use a UNCW Travel Card when traveling for university business (see University Policy 05.190 Visa Travel Card Program).
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(s) from which the travel expenses will be paid and responsible for ensuring funds are available prior to authorizing travel. Excess lodging as defined by the State must be justified by the traveler on the travel pre-approval authorization.
An employee traveling on university business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of university business are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.
Definitions
Permitted Travel Expenses
The University may only pay for travel expenses in accordance with the regulations of the State of North Carolina Office of State Budget and Management (OSBM) for state employees, non-state employees, independent contractors, students, team/student groups, and registered student organization groups.
Prospective 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 meals at the in-state rates listed on the Travel website.
Students
Team/Registered Student Organization Group Travel
Students traveling for Athletic Department programs, Global Partnerships and International Education Department programs, or other registered student organization programs are subject to special documentation and reimbursement rules.
Registered Student Organization Group Travel
Students traveling as a registered student organization under Student Affairs leadership are subject to special documentation and reimbursement rules.
Not Permitted Travel Expenses
Travel expenditures that are not permitted to be paid or reimbursed include but are not limited to the following:
Travel Pre-Approvals
All anticipated travel expenses must be authorized prior to the first day of travel. Each traveler (employee, non-state employee, independent contractor, or student) traveling on university business must complete a separate Travel Pre-Approval Authorization for each trip/event. Team/Student Group leader must submit one Travel Pre-Approval Authorization under his/her name for the entire group.
Travel Pre-Approval Authorization must be processed for all travel, regardless of the following:
Required Approvals
Cancellation of Travel Plans
The Travel Office should be notified immediately if travel plans are canceled after the Pre-Approval has been created and/or submitted. Notification shall be completed by entering a comment on the Pre-Approval explaining why the trip was canceled.
If the employee's travel has been approved in advance and the cancellation or change is made at the direction of, and for the convenience of, the department, any penalties and charges resulting from the cancellation of airline reservations shall be the department's obligation and paid from an appropriate trust fund.
If the cancellation or change is made for the personal benefit of the employee, it shall be the employee's obligation to pay the penalties and charges.
In the event of accidents, serious illness or death within the employee's immediate family, or other critical circumstances beyond the control of the employee, the department may pay the penalties and charges from an appropriate trust fund.
Travel Advances – Team/Student Group
The University reimburses travel expenses in accordance with the regulations of the State of North Carolina Office of State Budget and Management (OSBM). In order that personal funds will not be required, the university offers the use of a UNCW Travel Card to university employees in lieu of travel advances (See University Policy 05.190 UNCW Travel Card Program). Neither travel advances nor travel cards will be provided to non-state employees. Travel advances will be issued for Team/Student Group travel only.
Team/Student Group – Travel advances may be obtained for authorized travel via a Travel Expense Report. Team/Student Groups can be advanced 100% of their meal per diem value. Meals are the only item eligible to be included on the advance request. Within thirty days of the traveler’s return from the trip/event or upon cancellation of the trip, the University employee issued the advance must submit an expense report with itemized receipts to account for the entire amount issued. Outstanding travel advances must be resolved prior to an employee’s termination or separation from the University.
Reconciliation - When travel advances are reconciled, if the receipts total less than the travel advance, the traveler must reimburse the university for the excess. If the receipts are greater than the travel advance, the traveler will receive a reimbursement for the deficit.
Transportation Modes
Acceptable modes of transportation include:
Review the travel procedures located on the Travel website prior to submitting a Travel Pre-Approval for specific requirements for each mode of transportation.
Lodging and Meals
University business travel may result in expenses in addition to transportation. Anticipated lodging and meal expenses must be authorized on the Travel Pre-Approval, prior to the beginning date of travel.
Reimbursement is limited to personal costs incurred by the employee making the claim. Receipts must be uploaded to the Travel Expense Report.
Lodging
Overnight lodging may only be authorized and paid to support university business needs and final travel destinations that equal or exceed thirty-five miles, calculated from the employee’s home or duty station, whichever is less, to the final travel destination. "Duty station" is defined as the location where the employee is assigned, typically UNCW main campus (601 S. College Road) or UNCW’s Center for Marine Science facilities (5600 Marvin K. Moss Lane).
All third-party lodging must be approved prior to the travel dates using the Third-Party Lodging Form found on the Travel webpage. “Third-party lodging” refers to an establishment other than a hotel or motel where many units are available to rent. Examples of third-party lodging includes but are not limited to campgrounds, campsites, bed and breakfasts, home-sharing, short-term rentals, apartments, condominiums, and college dorms.
The traveler’s supervisor may authorize lodging in excess of the stated lodging rates on the Travel Webpage when more economical accommodations are not available or practical. Justification for excess lodging is required in the Travel Pre-Approval supporting the higher rate.
Meals
The State provides reimbursement for meals based on the approved per diem allowance. All tips for meals are included in the per diem allowance. Specific departure and return times of travel determine the per diem allowance based on whether the travel is in-state or out-of-state travel. International travel per diem allowance are based on the U.S. Department of State rates based on city/province/country. See the Travel Webpage.
Travelers cannot claim reimbursement for meals that are included in registration fees.
Registration Fees
Registration fees for university business-related travel are allowable travel expenses. The university cannot pay for activities that are optional and not business-related (examples: tours, social activities, theme parks). Required membership fees are allowable and must be listed separately from the registration fee on the Travel Pre-Approval. It is the responsibility of the employee to ensure that meals included in registration fees are not claimed in the per diem allowance.
Other Travel Expenses
University business travel may result in other expenses in addition to transportation, lodging, meals, and registration fees. Anticipated other travel expenses must be included on the Travel Pre-Approval. Reimbursement is limited to costs personally incurred by the employee submitting the request. Receipts and/or bank statements must be uploaded to the Travel Expense Report as part of the supporting documentation.
Examples of other travel expenses may include, but are not limited to, internet access costs, baggage fees, seat assignments, and miscellaneous expenditures including tips and gratuities. TSA Pre-Check fees are not reimbursable expenses.
Travel Reimbursements
The University reimburses travel expenses in accordance with the regulations of the State of North Carolina Office of State Budget and Management. Reimbursement is limited to personal out-of-pocket costs and allowances incurred while on authorized university business by the individual making the claim. All travel requires a Travel Pre-Approval for reimbursement.
Required Approvals of Travel Reimbursement Requests
Budget Authority - For travel costs to be reimbursed, the appropriate Travel Expense Report must be approved by an individual with budget authority for the University fund(s) providing the reimbursement. Additional approvals are required as indicated below.
Timely Submittal and Approval of Travel Reimbursement Requests
The Travel Reimbursement must be submitted, fully approved at all levels, and received in the Travel Office queue within thirty days of the traveler’s return from the trip. Failure to submit the reimbursement request in the designated time period could result in rejection of the reimbursement request or taxation of the reimbursement.
Documentation Substantiating Travel Reimbursements
Receipts and all other documents substantiating travel must be attached to the Travel Expense Report.