Travel

seahawk in front of Hoggard Hall

 

Check Run Dates for November & December

Check Run Dates for November and December
Holiday Week Check Run Date Deadline to Submit and Receive by Travel & Direct Pay Office
Veteran's Day Week (Wednesday, November 11th) Tuesday, November 10th Thursday, November 5th at 10:45am
Thanksgiving Week Tuesday, November 24th Thursday, November 19th at 10:45am
Christmas Break Week Tuesday, December 22nd Thursday, December 17th at 10:45am

If any questions, please contact one of the following:

Sandy Gladden-Travel and Direct Pay Supervisor:  910-962-4217 or gladdens@uncw.edu 
Cathy Daniels-AP Supervisor:  910-962-3645 or danielsca@uncw.edu
Joanne Ferguson-Associate Controller:  910-962-3647 or fergusonj@uncw.edu 

 

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.  

TRAVEL NEWS

UNCW TRAVEL GUIDELINES

(Effective 7/1/2020 until further notice)

  • The Temporary Travel Request Approval form must be completed for all travel by UNCW employees, non-employees and students and attached to the pre-approval for each trip.
  • All essential travel requires approval from a Supervisor, the Direct Report of Provost/VC/Chancellor, the Provost/Vice Chancellor/Chief of Staff, and Chancellor.
  • Expense reports submitted in Chrome River that do not have the approved form attached to the pre-approval will be returned to the preparer and be at risk for not being reimbursed/paid.
  • Questions related to the form and/or essential travel should be directed to your local Business Officer or to your Divisional Budget Officers as follows:
Academic Affairs – Nate Miner minern@uncw.edu
Advancement – Claire Stanley stanleyc@uncw.edu
Athletics – Mark Wagner wagnerm@uncw.edu
Business Affairs – Kristy Nance nancek@uncw.edu
Student Affairs – Eric Simon simone@uncw.edu

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 for 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! Chrome River AP Check Request Process

Chrome River is updating the AP Check Request processes beginning July 1, 2020. 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.

Very Important!! The Direct Pay Invoice module is now active.  Please refrain from using the "Extract Data" feature until further notice.  This feature is presently not working properly.

AP Classes
Date  Time Location
November 4th, 2020 8:00AM - 10:00AM Microsoft Teams
December 3rd, 2020 2:00PM  -  4:00PM Microsoft Teams

 

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 October 1, 2021 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. 

Travel Rate Change Effective July 1, 2019

Per the Office of State Budget and Management maximum reimbursable subsistence payments for state employees' in-state and out-of-state travel have been revised effective July 1, 2019

For day trips no meals will be allowed to be claimed for reimbursement.  To receive reimbursement for meals the trip must include overnight travel and be more than 35 miles from your duty station.  On the day that you leave for an overnight trip the lunch time has changed.  Now if you leave by noon for an overnight trip you will be eligible to claim lunch. Please contact the Chrome River Team if you have any questions.

The following list details the new rates of subsistence per day for travel related expenses.

Allowable Subsistence Expense

Per Diem Rates
In State Out Of State
Breakfast
$8.60
$8.60
Lunch
$11.30
$11.30
Dinner
$19.50
$22.20
Lodging
$75.10
$88.70

New Change in Personal Mileage Rate Effective January 1, 2020

 Per the NC Office of State Budget and Management (OSBM) for travel beginning January 1, 2020, personal mileage will be reimbursed as follows: 

 If a state employee (any traveler) chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination (and return). A state employee (any traveler) shall be reimbursed the business standard mileage rate set by the Internal Revenue Service (57.5 cents per mile effective January 1, 2020) when using their personal vehicle for state business when the round trip does not exceed 100 miles per trip. For business travel trips that utilize personal vehicles and the round trip exceeds 100 miles per trip, the traveler shall be reimbursed at a rate that would not exceed 33 cents per mile for the entire mileage. 

 It is the intent of the State that state employee travel shall be conducted in the most efficient manner and at the lowest and most reasonable cost to the state. With regard to passenger vehicle travel, whether in or out of state, agency travel policies shall:

  • Maximize utilization of state owned vehicles (agency-owned or agency-assigned vehicles owned by the Dept of Administration),
  • Make use of State term contracts for short term rentals (i.e. Enterprise under State Term Contract 975B Vehicle Rental Services), and
  • Reimburse for use of personal vehicles on a limited basis in situations when the use of state owned vehicles or state term contract rental vehicles (i.e. Enterprise) are not readily available.

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.

enhancement.png

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, contact

 

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 20th, 2020 8:00AM - 12:00PM Microsoft Teams
December 10th, 2020 1:00PM  -  5:00PM Microsoft Teams

 

Travel Card Training

To learn about your responsibilities for a Travel Card, you can sign up for one of the Travel Card classes offered by the Travel Office.  All Card Holders and delegates must attend Travel Card Training before the card will be issued.

To register for the Travel Card training session, please follow instructions found here. This link will bring you to the Finance Training registration site.  If you have any questions, please contact Kellie Smith at smithkr@uncw.edu

Travel Card Classes
Date Time Location
November 11, 2020 10:00AM  - 11:30AM Microsoft Teams
December 4, 2020   9:00AM  - 10:30AM Microsoft Teams