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Travel for Students

About Us

About Student Travel

  • A pre-approval must be completed and approved prior to the beginning day of business travel.
  • Travel expenses for family members of a student or student employee are not reimbursable.
  • Student travel can not be charged to general funds.
  • The only travel expenses that can be charged to general funds is if the student employee is currently on payroll and being paid out of the same general fund that they are asking to pay their travel expenses.
  • The student must be on Official University Business.
  • Students do not have access to enter their travel in Chrome River. A department delegate must enter travel on behalf of the student.

Who Is a Student Employee & a Student?

  • Students on UNCW payroll are treated as an employee and follow the employee policies and procedures.
  • Students not on UNCW payroll are classified as non-employees and they follow all non-employee policies and procedures.

State Institutions

Student employees at state institutions who travel on official state business are reimbursed at the same extent as are state employees. For example, if a travel is reimbursed for a grant funded position, the reimbursement must be paid from grant funds. All other student related travel must be paid from non-state funds supporting that particular organization or activity.

Academically Required Projects

A student traveling for the purpose of presenting at a conference or meeting and is officially representing the university during the travel, the university may choose to reimburse the student's travel and subsistence costs from institutional trust funds only.

Student Travel Information

A student traveler has two options for airfare:

  1. Delegates can book airfare through Maupin for students traveling on university business.
  2. The student can purchase their own airfare and be reimbursed after the trip has concluded.

Maupin Travel

Phone: (919) 821-2146

uncw@maupintravel.com

2501 Blue Ridge Road
Suite 420
Raleigh, NC 27607

Maupin Travel is for university travelers in any department, traveling for any pre-approved reason.

Visit Our Website

A student employee traveler and a student traveler must incur their own lodging expenses and be reimbursed after the trip concludes.

All meals are reimbursed at a rate set by the Office of State Budget and Management (OSBM). Visit our Travel and Direct Pay homepage for more information on per diem rates.

This meal per diem applies to all travelers whether they are employees, students or non-employees.

Per diem rates are for overnight trips only. Per diem is not allowed for day trips.

Breakfast - Depart before 6:00 a.m.
Lunch - Depart before noon or return after 2:00 p.m.
Dinner - Depart before 5:00 p.m. or return after 8:00 p.m.

Other transportation includes Bus, Train, and Subways; Parking and Tolls.

Student travelers follow the same guidelines as non-employees for "Other Transportation". Visit our Travel for Non-Employees page for additional "Other Transportation" information.

Student Employee travelers following the same guidelines as employees for "Other Transportation." Visit our Travel for Employees page for additional "Other Transportation" information.

Students cannot rent vehicles from Enterprise unless they are over the age of 25.

Student travelers follow the same guidelines as non-employees for mileage reimbursement. Visit our Travel for Non-Employees page for additional mileage reimbursement information.

Student Employee travelers following the same guidelines as employees for mileage reimbursement. Visit our Travel for Employees page for additional mileage reimbursement information.

There are two options for student travelers to pay registration fees.

  1. Delegates can submit expense reports to prepay registration fees for both student travelers and student employee travelers.
  2. Students can pay their registration fees personally and be reimbursed after the travel concludes.

UNCW Students under the age of 25 cannot rent a vehicle from Enterprise. Only UNCW employees can drive rental cars.

Student travelers follow the same guidelines as non-employees for Taxi/Uber/Lyft. Visit our Travel for Non-Employees page for additional Taxi/Uber/Lyft information.

Student Employee travelers following the same guidelines as employees for Taxi/Uber/Lyft. Visit our Travel for Employees page for additional Taxi/Uber/Lyft information.

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