Updated state travel policy: You must be presenting at a conference as a representative of UNCW (or Ecotone, Lookout, etc.) in order to receive departmental funds. (Thesis research doesn't qualify for departmental funds, but may qualify for GSA funds - see below.)
1. Write a letter of request to the department chair detailing the purpose of your travel. Wait to get approval (which will come from the chair, or Mēgan), and then send Lisa an email stating how much your travel award will be (usually around $250) with a copy of the award letter/email. Lisa or Mēgan will create an online travel reimbursement authorization for you. Check your UNCW email frequently from here as there are a few electronic steps that will need to be completed.
**These instructions also apply for the AWP Conference, except that no award letter from the Dept. is needed. AWP funds will automatically go to you in exchange for working the CRW table. (Lisa & Mēgan split the processing for student attendees.)
2. Before you leave, email to Lisa/Mēgan: (**This must be done before you travel or you cannot be reimbursed.**)
- a copy of each award letter (from CRW, GSA, CRW GSA, etc.), if applicable
- for air travel, forward your original confirmation email from the airline that includes:
—your ITINERARY with flight dates and times
—the credit card that was charged [with xxxx-xxxx-xxxx-1234], or you must submit a credit card- or bank statement that shows the airfare charge AND your name as the accountholder)
—not flying to/from ILM airport? a document showing at least three comparable itineraries to/from ILM with prices that prove NOT using our home airport in Wilmington was cheaper
- if driving personal vehicle, email a statement detailing what date and time you will leave Wilmington, your destination city & state, and the date and time you intend to return to Wilmington
- an estimate of lodging expenses (forward hotel email confirmation if you have it)
- Third-party lodging (Airbnb, B&B, hostels, and state and national parks) must be approved 2 weeks prior to the trip. YOU MUST TAKE ACTION! Details here, under Lodging.
3. When you return, email to Lisa/Mēgan:
- ground transportation receipts: must be to/from aiport and/or hotel or conference location (AWP off-site offical events are considered conference locations)
—Uber/Lyft, taxis, shuttles, etc. (tip IS reimburseable; wait-time fees are NOT)
—gas is reimbursed for rental car only; see tip for ‘Mileage’ below
- food receipts are not necessary since you are reimbursed on a per-diem basis (scroll down past navy boxes to middle of page)
- lodging receipts must be itemized—showing daily rate, taxes, fees, etc.—and must either 1) show the credit card that was charged, or 2) you must submit a credit card- or bank statement that shows the lodging charge AND your name on the account. (Sharing a room? See note for ‘Options for lodging’ below.)
Helpful tips:
- Paying someone back?: If another individual paid any part of your expenses, you’ll need to get 1) a statement from the individual that (s)he/they paid for you and you paid him/her/them back, and 2) a copy of your canceled check to him/her/them (screenshots of Venmo etc. payments also work). Statements provided that indicate cash reimbursement are acceptable; the Travel Office will require statements of payment details from both parties (from you and from them) for instances involving cash reimbursement.
- Options for lodging if you are sharing a hotel room:
- Option A: Have the hotel split the bill (must be itemized). You should have a bill that clearly states your name and shows where you actually paid for the room (cash, or a credit card number with xxxx-xxxx-xxxx-1234 will have to be clearly marked as the payment method).
- Option B: One person pays for the room, and occupants pay that person back. The person who paid for the room will need to provide a written statement that shows the breakdown of all occupants and who paid what amount, and then provide proof of re-payment (see Tip #1 above).
- You are reimbursed a set, per-diem amount for food, based on the departure and arrival times of your travel. Food receipts are therefore unnecessary. Details here (scroll down past navy boxes to middle of page)
- Mileage (for driving a personal vehicle) is reimbursed at a set rate (67 cents/mile). If students travel together, only one person can claim mileage. If a driver claims mileage, they cannot then claim gas (no need to keep gas receipts). Gas receipts should only be kept if a person is claiming reimbursement for payment for a rental car.
- The following is a list of flight expenses NOT able to be reimbursed:
a.) flight insurance
b.) the use of frequent flier miles
c.) business- or first-class upgrades, or seat selection costs
d.) baggage fees (unless you are transporting materials for the business need, such as supplies for the CRW table at the AWP Conference)
e.) price drop/reduction fee
- Travel reimbursement checks will come to the department as a paper check, unless you are already on University payroll—in which case you will be paid as usual with direct deposit.
