Travel and Direct Pay

seahawk in front of Hoggard Hall

UNCW TRAVEL GUIDELINES

 

*Important Check Run Dates for November and December 2021 and January 2022*

 

NEW! UNCW TRAVEL UPDATE

(Effective 9/13/2021 until further notice)

UNCW Cabinet recently discussed the UNC System travel approval process, which was mandated by President Roper in March 2020, as well as the University’s decision to repeal the enhanced approvals in June 2021 once COVID-19 cases decreased and we returned to normal operations.  With case counts increasing globally again, on 9/1/2021 UNCW leadership discussed the need to temporarily apply enhanced travel restrictions for all university travel. 

Effective 9/13/2021 the University issued guidance that university travel will be restricted to that which is necessary to meet research and academic requirements, perform essential university business, or participate in professional development programming which requires in-person attendance.

Domestic Travel (travel within NC and the United States, excluding Alaska and Hawaii) for UNCW faculty, staff, student employees and non-employees:  

  • All travel restrictions remain the same for UNCW faculty, staff, student employees and non-employees.
  • Approving official affirms that travel is necessary to:
    • Meet research and academic requirements, or
    • Perform essential university business, or
    • Participate in professional development which requires in-person attendance.
  • This affirmation occurs during the normal “Pre-approval” process in the Chrome River Travel module.
  • Pre-approvals and expense reports will be completed and submitted in Chrome River as they have been pre-COVID.  See Travel website here for resources. 

Foreign Travel (travel outside the United States and to Alaska and Hawaii) for UNCW faculty and staff, students, and non-employees:

  • Because the severity of COVID-19 conditions still vary internationally, foreign travel remains restricted.
  • A Foreign Travel Approval Form must be completed for all foreign travel by UNCW faculty and staff and non-employees and attached to the pre-approval for each trip.
  • This form must have the approval of a Supervisor, the Direct Report of Provost/VC/Chancellor, the Provost/Vice Chancellor/Chief of Staff and Chancellor.
  • All foreign travel must be essential to
    • Meet research and academic requirements, or
    • Perform essential university business, or
    • Participate in professional development which requires in-person attendance.
  • UNCW departments must continue to monitor and follow US Department of State restrictions on international travel. If you have questions concerning international travel, please contact Michael Wilhelm, AVC for International Programs, at wilhelmm@uncw.edu 

Domestic Student Travel (excluding Athletic Team Travel):

  • All domestic student travel must be essential to
    • Meet research and academic requirements, or
    • Perform essential university business, or
    • Participate in professional development which requires in-person attendance.
  • A Domestic Student Group and Student Individual Travel Request Approval Form must be completed for all domestic student travel and routed to the appropriate approvers.
  • This form requires signatures from the Department/School, Dean (if applicable), Health and Safety Committee and the Divisional Vice Chancellor.
  • A complete list of participating students and their UNCW ID#’s must be included with the Student Travel Request form for review by the approvers.
  • The approved Student Travel Request form and the student list must be attached to the Pre-Approval submitted in the Chrome River Travel module.

Below are descriptions of Student Travelers affected by this mandate:

  • Student Groups are led by a UNCW faculty or staff member with the expenses of the trip being paid by the UNCW faculty or staff member.
    • A trip during Fall break, Winter break, Spring break or the Summer
    • Class field trips required for their course. For example, class field trip to Bellamy Mansion, the Aquarium or camping outside the area.
    • Day trips for research in and around southeastern NC. For example, a trip to marshlands or Wrightsville Beach
  • Student Traveler is not an employee of UNCW but traveling on university related business.
    • Student interested in doing research on a specific project or with a specific professor. It may or may not be related to their course of study.
    • A Campus Rec sports club participating in a sports club event. This is not to be confused with Athletics Varsity Team travel.  The travel is under one club participant’s name, and he/she and a few others in the club may be reimbursed for fuel under this one travel.  No faculty or staff member is traveling with the club. 

Questions related to the forms and/or essential travel should be directed to your local Business Officer or to your Divisional Budget Officers (DBO’s) as follows:

Continue to keep the following in mind as you travel:

  • Per UNCW Health and Safety
    • The CDC recommends that domestic travel should be delayed until people are fully vaccinated.
    • Travelers are encouraged to check the COVID status for their destination before they depart.  County and state health department pages provide a good overview of what is happening locally.
    • Travelers are required to wear a face covering on public transportation including airplanes and buses.
    • Plan ahead and pack a face covering and small hand sanitizer before traveling.

Updated Meal and Lodging Per Diem Rates Effective July 1, 2021

OSBM updated their per diem meal rates effective July 1, 2021.  In accordance with OSBM guidance, UNCW is using the US General Services Administration (GSA) lodging per diem of $96. 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, 2021 will calculate at the new rates.

OSBM Meal Per Diems

OSBM MEAL PER DIEM
07.01.2021

In-State Out of State
Breakfast (per diem) $9.00 $9.00
Lunch (per diem) $11.80 $11.80
Dinner (per diem) $20.50 $23.30
Total Meal Per Diem $41.30 $44.10

GSA LODGING PER DIEM
10.01.2020

Lodging (actual, up to*) $96.00 $96.00
Total Subsistence $137.30 $140.10
*unless exceed amount approved with justification

 

Registration Fees for Virtual Conferences and Webinars

(Revised 9/1/2020)

Due to the effects of COVID-19, many event organizers have moved their conferences to a virtual or webinar format.  By attending an event online, employees are not in travel status and do not need to submit a pre-approval in Chrome River Travel.  Not being in travel status also means the Visa Travel Card cannot be used to pay the registration fees for online/virtual conferences or webinars.

Please use one of the following methods to pay registration fees for virtual conferences or webinars using account code 928530 Registration Fees-Non Travel Status: 

  • Use a departmental p-card to prepay the registration fee to the event organizer.  Be sure to comply with approvals required by your Divisional Budget Officers (DBO) and/or Business Officers.  Transactions are reconciled in WORKS using account code 928530 Registration Fees-Non Travel Status.
  • Submit an invoice/check request in Chrome River Direct Pay to prepay the registration fee to the event organizer.  Support documentation includes the registration confirmation. Use account code 928530 Registration Fees-Non Travel Status located under the Services tile in Chrome River.
  • Pay by personal credit card and request reimbursement by submitting an invoice/check request in Chrome River Direct Pay after the event has taken place.  Support documentation includes the registration confirmation and approval email from the applicable DBO.  Use account code 928530 Registration Fees-Non Travel Status located under the Services tile in Chrome River.

NEW! GIFT CARD GUIDELINES AND PROCEDURES (Click HERE)

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 fergusonj@uncw.edu if you have questions about the guidelines or procedures. 

New Change in Personal Mileage Rate Effective January 1, 2021

 Per the NC Office of State Budget and Management (OSBM) for travel beginning January 1, 2021, personal mileage will be reimbursed as follows: 

If a state employee chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the duty station or point of departure—whichever is closer to the destination—to the destination (and return). In accordance with the agency’s policies, a state employee shall be reimbursed at a rate that does not exceed the business standard mileage rate set by the Internal Revenue Service (56 cents per mile effective January 1, 2021) when using their personal vehicle for state business. 

Office of State Budget & Management Travel Policies: https://www.osbm.nc.gov/budget/budget-manual#Sect50  

 

EXPENDITURE CHEAT SHEET

In an effort to help campus determine what is submitted in uShop and what is submitted in Chrome River, we have created an Expenditure Cheat Sheet.  We have also included information about inter-agency transfers and wires for those transactions that require that payment method.   

 

Maupin Travel 

Real ID

  • In 2005, The REAL ID Act was passed by Congress to set the standards for the minimum security standards for the issuance of identification, such as a driver’s license. Beginning on May 3, 2023, every air traveler 18 years of age and older will need a REAL ID-compliant driver’s license, state-issued enhanced driver's license, or another acceptable form of ID to fly within the United States.  REAL ID-compliant cards are marked with a star at the top of the card.  If you're not sure, contact your state driver's license agency on how to obtain a REAL ID compliant card.  If a traveler does not have a REAL-ID, please encourage them to complete the process quickly, as the lines at DMV’s are expected to grow as the date approaches. The TSA Website provides additional details regarding the REAL-ID.

Basic Economy

  • As a reminder, Basic Economy flights can only be booked directly with our team of advisors versus through the online booking tool. As Basic Economy flights are not business travel friendly due to their restrictions on changes, cancellations, and seat assignments, our team prohibits these fares from appearing on the online booking tool so that a traveler does not accidentally book without knowing their restrictions. Should a traveler wish to book a Basic Economy fare, our team is happy to assist with the reservation.


Enterprise Vehicle Pick Up

We are pleased to announce some changes and clarification to our Enterprise Vehicle Program!

  • When university business travel begins before normal business hours (i.e. prior to 8am), travelers can pick up their rental vehicles from Enterprise the night before.
  • Vehicle rental period begins when the key and/or the vehicle are picked up from Enterprise. Be aware that depending on when you pick up and return the key and/or vehicle determines how many days Enterprise will charge for the rental.
  • Damage Waiver and Liability Protections are effective when the traveler takes possession of the key and/or rental vehicle. 

Please contact Sandy Gladden at gladdens@uncw.edu if you have any questions.  

Insurance Coverage for International Business Travel

All faculty/staff traveling on international university business have the option of purchasing international travel insurance before the trip.  Contact the Institutional Risk Management Office at extension 2-5974 and they can explain to you the differences between the regular state plan and th special coverage for international travel.  U.S. Citizens traveling abroad should register their travel through the Department of State's Smart Traveler Enrollment Program.  In addition to receiving updates on travel alerts and warnings, you can receive assistance in situations ranging from replacement of lost passports to evacuation during natural disasters.


Important Chrome River Information

When entering the Report Name in the Pre Approvals and the Expense Reports, please enter only letters and numbers.  Banner has difficulty recognizing characters other that the letters and numbers.  Please if you have any questions regarding this contact Sandy Gladden in the Chrome River office at 962-4217 or gladdens@uncw.edu.


Chrome River Enhancements

Chrome River Welcome Page has a new section which should be viewed daily for any system updates or important information.

The Delegates will start receiving an email notification for Unused Firm Paid Items (credit card charges in the eWallet).  In the past only the Expense Owner received this notification.

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All Date Fields on the Pre-Approval and Expense Reports will need to be manually filled in.  One exception is on the Pre-Approval Header page where the current date is still being populated.  Please change to the correct travel dates.  Also, a reminder that when entering Invoices in an AP Check Request please use the date of the invoice.

Report ID and Status are now displayed on Draft, Returned, and Submitted Dashboards.


Email Receipt to Another User’s eWallet

Users now have the ability to email receipts to the eWallet of another user by entering his or her email address as the subject of the email. The sender will receive an email confirmation that details who the image was sent to. For example, if User A snaps a photo of a taxi receipt on behalf of User B, User A simply forwards it to receipt@chromefile.com with User B’s email address as the subject line. User B will then see the receipt in their eWallet the next time they log into Chrome River. Note that the receipt must be sent from a user’s primary or alternate email address stored in Chrome River, and the subject line must contain an address that is the other user’s primary or alternate email address in Chrome River. And both users must work for the same Chrome River customer.


The New EHI Direct

Enterprise Rental Car Agency has launched a new booking tool called EHI Direct. The link to the booking tool can be found on the Chrome River homepage.

  • University employees wishing to rent a vehicle are required to create a user profile through EHIDirect by contacting Kellie Smith smithkr@uncw.edu or Sandy Gladden gladdens@uncw.edu.
  • Do not register for free online.
  • The EHIDirect email will include a link to continue setting up your profile and password
  • Once you have a profile established under UNCW, you are ready to book reservations through EHIDirect. 

Please note, the EHIDirect system is to be used for vehicle rental reservations only; employees who are traveling for University business purposes should not utilize the flight or hotel reservation functions in EHIDirect.

For questions or assistance with using EHIDirect, please contact one of the following:

  

Change in Third Party Lodging

There has been a change in Third Party Lodging. OSBM now considers all campgrounds and campsites including National and State Parks as Third Party Lodging, regardless if under the state rate. Airbnb is also considered Third Party Lodging by OSBM. Third Party Lodging refers to establishments that are being rented out by a third party or an establishment treated as an apartment building by state or local law. Third Party Lodging Requests must be submitted and approved before the trip begins. If submitted after the fact, there is a risk that the Third Party Lodging Request would not be approved by OSBM, therefore we would not be able to reimburse for that lodging.

 

Chrome River Training

Below is a list of training dates.  To register for a training class log into the Finance Training System since seats are limited for each class. Click here  to register for the time that you would like to attend training.  If you have any questions please contact Sandy Gladden at gladdens@uncw.edu

Chrome River Classes
Date Time Location
November 17th, 2021 1:00PM -    5:00PM Microsoft Teams
December 2nd, 2021 8:00AM -  12:00PM Microsoft Teams

 

Direct Pay Training 

Please sign up for the new ACT 207 Direct Pay class in Finance Training.  Below are the dates and times the class will be offered via TEAMS.  You may watch the demonstration or up to 19 attendees are able to participate hands-on per class.  If you are interested in hands-on participation, please send an email to Jody Leber (leberj@uncw.edu) with the date and time you have signed up for.

Direct Pay Classes
Date Time Location
November 3rd, 2021 1:00PM -  3:00PM Microsoft Teams
December 6th, 2021 10:00AM -  12:00PM Microsoft Teams

 

Travel Card Training

To learn about your responsibilities for a Visa Travel Card, please complete the ACT204 Visa Travel Card Training found on Skillport.  All Card Holders and delegates must complete the Visa Travel Card Training before the card will be issued.

If you have any further questions upon completion of the training, please contact Kellie Smith at smithkr@uncw.edu