05.191 University Business Travel

 Vice Chancellor for Business Affairs

Established July 2024  – This policy combines and replaces the following policies:

• 05.176 Travel by Non-State Employees
• 05.177 Pre-Approval Travel for State Employees
• 05.178 Travel Advances
• 05.179 Travel Transportation Modes and Transportation Related Expenses
• 05.180 Travel Lodging and Meals
• 05.181 Travel – Registration Fees and Other Travel Expenses
• 05.182 Travel Reimbursements
• 05.187 Team-Student Group Travel
• 05.188 Travel Documentation Standards
• Appendix A

 Office of State Budget and Management

• Travel Website
• OSBM Budget Manual
• 03.510 Travel Abroad and Re-Entry Policy

 Controller

Policy Details:

1. Purpose

   Establishes policies related to university business travel.

2. 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.

3. Policy

   1. 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 UNCW 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.

   2. Definitions

      1. Employee – Faculty, staff, or student paid a wage for services rendered via university payroll.
      2. Non-State Employee – For purposes of this policy non-state employees include, but are not limited to the following:
         1. An employee of another governmental jurisdiction (local or federal) in whose travel the state may have a business interest
         2. A prospective employee
         3. A non-UNCW student (high school or university)
         4. An attendant for a disabled employee
         Non-state employees must abide by the same statutory reimbursement regulations, documentation requirements, and other conditions as state employees, unless otherwise indicated.
      3. Independent Contractor – A professional person/consultant (not on university payroll) who may be paid for contractual services rendered and may be paid for university business-related travel expenses.
      4. Student – Individual attending classes at UNCW and who is not an employee or independent contractor.
      5. Team/Student Group Travel – Two or more students accompanied by a university employee who is leading the group and incurring all the travel expenses for the group. The university employee must be traveling with the Team/Student Group the entire trip.
      6. Registered Student Organization Group Travel – For the purposes of Student Group Travel, a student organization group registered as a student organization (RSO) under Student Affairs leadership consists of two or more students accompanied by a university employee or designated student leader who is leading the group and incurring all the travel expenses for the group.

   3. 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

      1. UNCW student employees’ travel expenses are considered university business expenses when the expenses are incurred while students are traveling on behalf of their position. Such travel expenses shall be paid or reimbursed from the same source of funds from which the student employee is paid and are subject to the same regulations (including statutory lodging and meal allowances) to the same extent as state employees.
      2. UNCW student non-employees’ travel expenses are considered university business expenses when the expenses incurred provide a benefit to the University such as traveling to fulfill a course requirement for academic credit, present research, or represent UNCW by their participation in an event. Funds, such as general funds (1xxxxx) or Ed & Tech Fee funds (27xxxx), specifically appropriated or legally directed for student travel are authorized to be used for student travel expenses. Such travel expenses must be documented in writing by the Dean, Chair, or Program Director and are subject to the same regulations (including statutory lodging and meal allowances) to the same extent as are state employees.

      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.

      1. Only one Travel Pre-Approval is required per trip and must be in the Team/Student group leader’s name.
      2. The staff or faculty member must be traveling with the Team/Student group the entire trip.
      3. A team roster or a list of students traveling with the group must be attached to the Travel Pre-Approval. If any additional staff or faculty are traveling with the group, they must create their own Travel Pre-Approvals.
      4. Only one person can be issued a travel advance and will be responsible for providing documentation of expenses and repayment of any unused funds (See Section G. Travel Advances).
      5. Team/Student group meals are defined as dining together at the same dining establishment. The Team/Student Group leader incurs the cost of the entire meal which is supported by one itemized receipt.

      Registered Student Organization Group Travel

      Students traveling as a registered student organization under Student Affairs leadership are subject to special documentation and reimbursement rules.

      1. The Travel Pre-Approval and Expense Reports must be in the name of the staff or faculty member associated with the registered student organization.
      2. The staff or faculty member may or may not be traveling with the registered student organization.
      3. If the staff or faculty member is not traveling with the registered student organization, a student leader can be named as the Report Owner for the Student Group Travel report type.  The student leader and the individual student travelers will be reimbursed for their travel expenses under the student leader’s Travel Pre-Approval.
      4. A list of students traveling with the registered student organization must be attached to the Travel Pre-Approval.
      5. Registered student organization groups are not eligible for travel advances.

   4. Not Permitted Travel Expenses

      Travel expenditures that are not permitted to be paid or reimbursed include but are not limited to the following:

      1. Airline travel clubs
      2. Business class airfare (unless purchased for an international flight)
      3. Family members
      4. First class airfare
      5. Health club memberships
      6. Hotel amenities (movies, etc.)
      7. Optional conference events when not related to university business (amusement park excursions, etc.)
      8. TSA fees

   5. Travel Pre-Approvals

      1. 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:

         • Traveler is requesting a travel advance or reimbursement or
         • Traveler is not incurring any travel expenses in addition to mileage driven or
         • Traveler is traveling locally on a day trip (only if eligible for mileage and/or parking).
           
           The approving authority may require additional justification or documentation prior to authorization of travel.

      2. Required Approvals

         1. Traveler - Approval of the employee traveler, if submitted by a delegate.
         2. Supervisor - Approval of the traveler's immediate supervisor.
         3. Budget Authority - Approval of the Departmental Budget Authority for each of the funds being used for the travel.
         4. Other Required Reviews/Approvals
            1. Department Head - UNCW Student Employees and Non-State Employees require Department Head approval on the Travel Pre-Approval.
            2. Grants Officer - Approval of assigned Grants Officer when using Contract and Grant funds.
            3. Chancellor (or Designee) - Approval is required for all chartered aircraft.
            4. International Travel
               • Associate Provost for Global Partnerships and International Education (GPIE) or (Designee) - Review required for all travel outside the contiguous United States (including travel to Alaska and Hawaii). Reviews are conducted using Department of State safety and security information for every country of the world to help assess the risks of travel, including travel advisories, alerts, and other important details specific to the travel destination.
               • Chancellor (or Designee) or Vice Chancellor - Approval is required for all travel outside the contiguous United States (including travel to Alaska and Hawaii).
               • Department or Division - Additional approval requirements of the Department or Division where they exist as determined by senior management (e.g. Student international travel during global pandemic). These additional approvals are usually in the form of an email attachment to the Travel Pre-Approval.

   6. 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.

   7. 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.

   8. Transportation Modes

      Acceptable modes of transportation include:

      • Vehicles (personal, rental, state-owned, shuttle, taxi, or other car service)
      • Commercial Airlines
      • Buses
      • Trains
      • Boats or ferries
      • Chartered Aircraft (with required approval)

      Review the travel procedures located on the Travel website prior to submitting a Travel Pre-Approval for specific requirements for each mode of transportation.

   9. 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.

      1. 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.

      2. 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.

   10. 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.

   11. 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.

       Tips and Gratuities - Any gratuities not covered by per diems and deemed to be reasonable and necessary are allowable and reimbursable.  Excessive tips will not be reimbursed.  A reasonable tip would be one that a prudent person would give if traveling or conducting business and expending personal funds.
       
       Allowable Domestic Travel tip and gratuity rates include:
       
       • Airport/Hotels: Baggage handling/Skycaps/Shuttle Drivers - no more than $5.00 maximum per transaction.
       • Commercial Drivers (Uber, Taxi, Lyft, etc.): UNCW does not allow for more than 20% per trip.
       • Parking (Valet) - no more than $5.00 per car when collecting the car (allowable when Valet is the only option).
       
       Cash tips incurred during Domestic Travel that are $5.00 or less do not require a receipt to be reimbursed.
       
       For International Travel, tips are considered incidental expenses and are automatically included in the International Per Diem Daily Rates provided by the U.S. Department of State.  Thus, travelers will not be reimbursed separately for tips.
        
   12.  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.

       • All travelers representing the University are bound by the same statutory reimbursement regulations, documentation requirements, and other conditions as state employees unless otherwise indicated.
       • The Travel Pre-Approval is final and cannot be re-opened to make adjustments once it has been approved by all parties.

         1. 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.

            1. Supervisor Approval for State Employee Travel and Department Head for Non-Employees - Approval of the traveler's immediate supervisor is required when the lodging is higher than the state per diem.
            2. Other Approvals
               1. Approval by the Grant Officer is required for travel reimbursements using grant funds.
               2. There may be special circumstances that require additional Departmental or Divisional approvals.

         2. 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.

         3. Documentation Substantiating Travel Reimbursements

            Receipts and all other documents substantiating travel must be attached to the Travel Expense Report.  All receipts in a foreign language must be submitted with an English translation when submitting the expense report for approval.