Non-Employee Travel

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Procedures for Non-Employees

Travel Pre-Approval

Before a non-employee can travel on Official Business for the University a Travel Vendor and Maintenance Form should be completed.  Once the traveler is set up in Chrome River a pre-approval must be completed and approved for each trip. The pre-approval should include the following information: date, destination, purpose, funds, and all expenses expected for the trip. Pre-approvals must be processed for all travelers, even if not requesting a travel pre-payment or reimbursement.

Pre-Approvals for Non-Employee travel require the approval of the following people:

  • Department Head or Chairperson
  • Budget Authority for all funds being charged
  • Grant Officer if a grant fund is being charged
  • Chancellor/Vice Chancellor for all travel outside the US, including travel to Alaska and Hawaii

*If the non-employee is from outside the United States a Foreign National Form needs to be completed and submitted to the Tax Compliance Office before the travel begins.

Prepaid's

Prepaid expenses are only available to prospective employees coming to interview for a job. The following may be paid directly to the vendor in advance of the trip. 

  • Agency Airfare
    • Contact Travel Agency from our approved list to select an airfare
    • Once airfare is selected by the traveler you are to enter the airfare information into a Chrome River Pre-Approval
    • Select the Airfare tile
    • Enter the dollar amount from the offer selected (including the agency fee)
    • Select the Travel Agency you made the arrangements with from the drop down 
    • Select Paid By - Travel Office
    • Enter the exact departure and return dates of the flight
    • Save and attach only the offer selected and any comparison flights
    • Enter all other expenses expected for the trip and then submit Pre-Approval
    • Once the approval process is complete, the Travel Office will review and notify the agency to purchase the ticket

*Please Note:  If personal time is included with the travel you will need to get a quote from the travel agency showing the cost for the business dates only, round trip from traveler's duty station/home to Wilmington.  The comparison itinerary will need to be attached to the Pre-Approval along with the airfare itinerary for review by the Travel Office.  If the ticket including the personal time is more than the business time the non-employee will have to submit a check to the University for the difference.

  • Lodging
    • The department can choose to have a direct bill for lodging when bringing in a Non-Employee traveler
    • The department is responsible for contacting the hotel to make the arrangements (From our approved List: Local Hotels: Travel: UNCW)
    • Once arrangements are made, a Pre-Approval will need to be completed to include the following:
      • Number of Nights
      • Total cost for room and tax per night (upgrades, internet and other amenities are not allowed as with all lodging)
      • Select Paid By - Travel Office
      • Hotel Name Must be Entered
      • Dates of reservation (reservation confirmation email must be attached)
      • Fund and Account
      • Enter all other expenses expected for the trip and then submit Pre-Approval
    • Travel Office reviews the Pre-Approval and then provides the hotel with authorization for payment.  Only room rate and tax are authorized
    • When the guest checks out of the hotel, the portfolio/receipt will be e-mailed to the Travel Office

For any questions, please contact Lesley McCoy at mccoyl@uncw.edu or Kellie Smith at smithkr@uncw.edu 

Travel Reimbursement Expense Report

Once the trip is over it is time to create the travel expense report. All expenses that the non-employee paid out of pocket (allowable travel expenses) should be included in the expense report.

  1. Collect all original receipts from the non-employee for reimbursement.
  2. Confirm the dates and times of the trip.
  3. Enter all expenses that the traveler incurred during the trip.
  4. Upload all supporting documents to the expense report.
  5. Each expense you submit should have the corresponding receipt attached.
  6. After the approval processing, the traveler will receive a check in the mail or a direct deposit if they are set up for direct deposit.

KenanExpenses paid by someone else

If someone besides the non-employee paid for the expenses then the traveler can not get reimbursed for those expenses. These expenses will need to be reimbursed to the person who paid for the expenses after the trip takes place. To do this you will need to enter these expenses under the travelers name. The expense report should be made payable to the person who paid for the expenses. After entering the expenses and uploading the supporting documentation, attach the pre-approval to the expense report and submit the expense report in Chrome River.  Once approved the check will be printed in the next check run. 

Travel Reimbursement Deadline

Please keep in mind that the state requires all travel reimbursements to be submitted/received in the Travel Office within 30 calendar days of the return.