Skip to header Skip to Content Skip to Footer

Travel and Direct Pay

Welcome UNCW's Travel and Direct Pay Update Page

Travel Authorization and reimbursements for official University business-related travel are processed by the Travel Office. This office has the responsibility of administering the University's policies and procedures for travel and determining final approval of all payments for travel. Visit the Travel Office
Direct Pay The Direct Pay module is used to reimburse employees, students, and non-employees for approved purchases and for payments not related to a PO in uShop. Visit the Direct Pay Office

Updated Meal and Lodging Per Diem Rates Effective July 1, 2023

OSBM updated their per diem meal rates effective July 1, 2023. In accordance with OSBM guidance, UNCW is using the US General Services Administration (GSA) lodging per diem of $98. 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. Any Chrome River pre-approval or expense reports submitted after July 2, 2023 will calculate at the new rates.

OSBM MEAL PER DIEM 07.01.2023

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 07.01.2023

New Lodging Per Diem Rates
In-State Out of State
Lodging (actual, up to*) $98.00 $98.00
Total Subsistence $144.50 $147.70

*unless exceed amount approved with justification

NEW! GIFT CARD GUIDELINES AND PROCEDURES

Please review the new Gift Card Guidelines and Procedures (PDF)

Gift cards are a convenient method of providing a gift to an employee, student or non-employee.  Most often they are used to

  • encourage participation in research and surveys
  • acknowledge an employee’s service or retirement
  • say “thank you” to a conference participant or volunteer
  • award a prize to a student in a campus competition

No matter the reason for a gift card, the IRS considers gift cards to be cash equivalents and therefore may be taxable to the recipient.  For that reason, there must be a clear audit trail of the purchase and distribution of the gift cards. Please contact Joanne Ferguson if you have questions about the guidelines or procedures.

Mileage Rates

Effective Monday, January 9th, the Chrome River Travel module will be updated to reflect the 2023 IRS mileage rate of 65.5 cents per mile (up from 62.5 cents per mile).  Expense reports created prior to January 9th will reflect the old rate and reports created on January 9th and forward will reflect the new rate.  If you have questions, please contact Debbie Jewell, Travel and Direct Pay Manager.
Visit the Controller's page for Travel & Direct Pay 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 issued Visa 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 Visa Travel Card Training - ACT204 on Skillport and complete your UNCW Visa Travel card application.

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

  • Easy to apply for a UNCW Visa 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 28403-5934

top