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 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 $ is automatic—the difference is that Lisa & Mēgan split the # of reimbursements to process).
2. Before you leave, give to Lisa: **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, your itinerary (must show 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 on the account). Note: you must show an ITINERARY with flight dates and times
- an estimate of lodging expenses (forward 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.
3. When you return, bring to Lisa:
- ground transportation receipts (Uber/Lyft, shuttles, etc.), and gas (rental car only; see note for ‘Mileage’ below)
- food receipts are not necessary since you are reimbursed on a per-diem basis
- 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:
- Repayment by an individual: 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 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.
- Mileage (for driving a personal vehicle) is reimbursed at a set rate. If students travel together, only one person can claim mileage. If a person 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.
- Travel reimbursement checks will come to the department as a paper check, unless you have a departmental job—TAship, W.I.A., etc.—in which case you will be paid as usual with direct deposit.
