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Travel

Travel

UNCW employees should prepare to travel on university-related business by following these recommendations and procedures. There are certain responsibilities UNCW employees have when their travel plans are impacted, like contacting the airline or travel agency for cancellations.

Additionally, employees should prepay airfare, registration fees and lodging to prevent employees from using personal payment methods for university business. Please see our Travel Policies for additional information.

Types of Travel

Travel for Employees Employee Travel
Travel for Non-Employees Non-Employee Travel
Travel for Independent Contractors Independent Contractor Travel
Travel for Students Student Travel
Travel for Student Groups Student Group Travel

Thanksgiving Week Check Run

Please refer to the Accounts Payable website for information regarding the check run for the week of Thanksgiving.

Mileage Rates

Effective Thursday, January 4th, the Chrome River Travel module was updated to reflect the 2024 IRS mileage rate of 67 cents/mile (up from 65.5 cents/mile). Expense reports created prior to January 4th will reflect the old rate and reports created on January 4th and forward will reflect the new rate.  If you have questions, please contact Debbie Jewell, Travel and Direct Pay Manager.

Updated Meal and Lodging Per Diem Rates Effective July 1, 2024

OSBM updates their per diem meal rates every two years. The current per diem meal rates for In State and Out of State are listed below. In accordance with OSBM guidance, UNCW is using the US General Services Administration (GSA) lodging per diem of $107. Lodging in excess of this per diem rate will continue to route to the travelers’ supervisor and budget authority for approval.

Please continue to visit the Department of State website for the most current foreign travel per diem rates.

OSBM MEAL PER DIEM 07.01.2024

New Meal Per Diem Rates
In-State Out of State
Breakfast (per diem) $10.10 $10.10
Lunch (per diem) $13.30 $13.30
Dinner (per diem) $23.10 $26.30
Total Meal Per Diem $46.50 $49.70

GSA LODGING PER DIEM 07.01.2024

New Lodging Per Diem Rates
In-State Out of State
Lodging (actual, up to*) $107.00 $107.00
Total Subsistence $153.50 $156.70

*unless exceed amount approved with justification

Visit the Controller's page for Travel Forms
Office of State Budget & Management Travel Policies

UNCW Travel Card Campaign

University employees that travel at least twice a year or spend over $500 per trip are expected to have and use an UNCW Travel card. The use of the Travel card is a standard business practice designed to ease expense tracking and remove financial liability for individual employees. Sign up today for the UNCW Travel Card Training - ACT204 on Skillport and complete your UNCW Travel card application.

Some advantages of using a UNCW Travel card are as follows:

  • Easy to apply for a UNCW Travel card
  • Convenient training course ACT204 offered in Skillport
  • Reduction of out-of-pocket expenses for the traveler
  • Separation of personal and business travel expenses
  • Allows you to register and pay online for in person conferences
  • No more waiting until after the trip ends for card transactions to post to your departmental fund (important at year end)
  • Other than food, most travel expenses can be charged to the card
  • Reduces risk to traveler for fraudulent activity
  • Minimum monthly card limit of $10,000 (can be increased for student group travel)
  • UNCW is tax exempt so lodging establishments should not charge sales tax (savings to the department’s fund)
  • Card transactions post into the Chrome River eWallet making the completion of expense reports easier
  • Travelers can take pictures of receipts while traveling and upload them into Chrome River reducing the risk of losing receipts while traveling
  • No personal financial liability – and no waiting for reimbursements until after travel occurs
Important Dates

The deadline for an expense report or direct pay invoice in Chrome River is 10:45 on Fridays.

Expense reports must be completed correctly, approved by all parties, and have all the necessary documentation and comments attached by this deadline.

Resources

Chrome River Guides

Chrome River Resources

Resources

Contact Us

Travel Office

Administrative Annex Building, 2nd Floor
622 N MacMillan Ave.
Wilmington, NC 28403-5660

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