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E-Travel

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Students who are on the payroll (employees)

• How to process
• Students who are on the payroll are considered employees and follow all employee policies.
• All student employee travel should be processed in E-Travel.
• All expenses for a student employee should be claimed on that student employee’s travel.  You should never claim expense on someone else's travel.
• Prepaid Expenses
• All prepaid expenses should be sent to the travel office before the trip takes place. 
• If someone besides the traveler paid for the expense it should be entered under Prepaid Expense to reimburse the person who paid not the traveler.
•  Airfare
• Agency Airfare
• Contact Travel Agency to select airfare.
• Once airfare is chosen enter into E-Travel under Prepaid Airfare, Agency
• You will have to select the travel agency used.
• Traveler and budget authority will have to approve.
• Once they have approved the agency will be notified to approve the ticket.
• Pre-Paid Airline Tickets for Canceled Trips
• If an airline ticket has been purchased by the University to be used on a trip that is canceled, the department  needs to call travel agency to rebook or get a credit voucher, in order to avoid losing the airline ticket entirely.
• Usually there is a $100.00 rebooking fee and the ticket will be good for one year.
• You will need to enter a note in the E-Travel notes section explaining why the trip was cancelled.
• Registration
• Payable directly to the vendor
• Complete Prepaid registration check request in E-Travel.
• Route for approval.
• Once you have approval print out the check request and send it with the registration form and a copy of the registration form to our office.
• Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.
• Pre-Paid Registration Fees for Canceled Trips
• The department will need to see if a refund can be given on the registration.
• If a refund cannot be given please go into the travel and make a note in the notes section of E-Travel.
• If a refund is given, the department needs to send the refund check to the travel office with a memo stating which travel this is for.
• In State
• All in-state travel should have a travel authorization completed and approved by the budget authority, Department Head and traveler before the trip takes place
• In-state travel follows normal rules and regulations of the University travel policies.
• Lunch is not reimbursable on day trips. 
• All travel reimbursements should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• All small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed.
• If the student has a travel authorization created all expenses must be claimed on that student's travel.
• Out of State
• Out-of-state travel consists of the continental United States (Alaska and Hawaii are Foreign Travel).
• All out-of-state travel should have a travel authorization completed and approved by the budget authority, Department Head and traveler before the trip takes place.
• Out-of-state travel follows normal rules and regulations of the University travel policies.
• Lunch is not reimbursable on day trips. 
• Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
• All travel reimbursements should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• All small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed.
• If the student has a travel authorization created for them then all expenses must be claimed on the students travel.
• Foreign Travel
•  Foreign  travel includes Alaska and Hawaii.
• All foreign travel should have a travel authorization completed and approved by the budget authority, Department Head,  traveler, and Vice Chancellor before the trip takes place
• Airline tickets, registration fees, or travel advances cannot be processed until the Vice Chancellor has approved the travel.
• If contract and grant funds will be used for the travel, the grants office must approve the travel authorization and all payments.
• Foreign travel follows normal rules and regulations of the University travel policies.
• Foreign meal per diem is determined by the destination of the trip.
• Foreign meal per diem can be found on the Department of States webpage.
• Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
• All travel reimbursement should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
• If the student has a travel authorization created for them then all expenses must be claimed on the students travel.
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• Conversion calculations must also be shown on all backup documentation.
• Use the following currency conversion  for all receipts http://www.oanda.com/convert/classic.
• Print out the currency conversion from Oanda and attach to the supporting documentation.
• Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed.

 

 

Students who are not on the payroll (non-employees)

• How to process
• Students who are not on the payroll are considered non-employees and follow all non-employee policies.
• All student travel should be processed in E-Travel
• All expenses for students should be claimed on that student's travel.  You should never claim expenses on someone else's travel.
• Travel Advance
• No travel advances will be made to non-employees.
• Prepaid Expenses
• No prepaid expenses will be made to non-employees
• In State
• Non-Employees traveling on state business are subject to the same regulations as are state employees.
• A detailed purpose statement for the travel and the relationship/benefit to the University or sponsoring agency must be written in the purpose line of the travel authorization.
• All in-state travel should have a travel authorization completed and approved by the budget authority, Department Head and traveler before the trip takes place.
• In-state travel follows normal rules and regulations of the University travel policies.
• Lunch is not reimbursable on day trips. 
• All travel reimbursements should be completed within 15 days of return.
• If the student has a travel authorization created for them then all expenses must be claimed on the student's travel.
• Original paper travel reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed
• Out of State
• Students traveling on state business are subject to the same regulations as are state employees.
• A detailed purpose statement for the travel and the relationship/benefit to the University or sponsoring agency must be written in the purpose line of the travel authorization.
• Out-of-state travel consist of the continental United States (Alaska and Hawaii are Foreign Travel).
• All out-of-state travel should have a travel authorization completed and approved by the budget authority and traveler before the trip takes place.
• Out-of-state travel follows normal rules and regulations of the University travel policies.
• Lunch is not reimbursable on day trips. 
• Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
• If the student has a travel authorization created for them then all expenses must be claimed on the students travel.
• All travel reimbursement should be completed within 15 days of return.
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed
• Foreign Travel
• Students traveling on state business are subject to the same regulations as are state employees.
• A detailed purpose statement for the travel and the relationship/benefit to the University or sponsoring agency must be written in the purpose line of the travel authorization.
• Foreign travel includes Alaska and Hawaii. 
• All foreign travel should have a travel authorization completed and approved by the budget authority, Department Head,  traveler, and Vice Chancellor before the trip takes place
• Airline tickets cannot be processed until the Vice Chancellor has approved the travel.
• If contract and grant funds will be used for the travel, the grants office must approve all travel authorizations and payments.
• Foreign travel follows normal rules and regulations of the University travel policies.
• Foreign meal per diem is determined by the destination of the trip.
• Foreign meal per diem can be found on the Department of States webpage.
• Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
• All travel reimbursements should be completed within 15 days of return.
• If the student has a travel authorization created for them then all expenses must be claimed on the student's travel.
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• Conversion calculations must also be shown on all backup documentation.
• Use the following currency conversion  for all receipts http://www.oanda.com/convert/classic
• Print out the currency conversion from Oanda and attach to the supporting documentation.
• Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed.

 

Student Group Trips that a faculty/staff member will be paying for all the expenses.

• How to process
• Students who are traveling on University business should follow all State Travel policies.
• All student group travel that is paid entirely by the faculty/staff member should be processed in E-Travel under the faculty/staff’s travel authorization.
• When a student group trip is handled this way there should be NO travel expenses reimbursed to the students. 
• If students are going to be reimbursed for any expenses then we cannot handle the trip this away.
• In the travel authorization for the faculty/staff member there needs to be a note added in the notes section of E-Travel listing all the students going on the trip.
• Travel Advance
• Travel advance will be issued to the faculty/staff member.
• The travel advance will need to be created for the students under Prepaid Other Expense using student group account codes.
• The faculty/staff members travel advance will need to be created just like all other employees are created.
• Prepaid Expenses
• Airfare
• Agency Airfare
• Contact Travel Agency to select airfare.
• Once airfare is chosen enter into E-Travel under Prepaid Airfare, Agency(only enter the faculty/staff’s airfare)
• You will have to select the travel agency chosen.
• Traveler and budget authority will have to approve.
• If we are purchasing students' airfare as a group you will need to send the travel office an email listing the students' names, dates of travel, reference the travel # of the faculty/staff’s travel, amount, fund, and account code.
• Once their airfare has been approved the agency will be notified to approve the ticket.
• Individual reimbursement for airfare before the trip
• Enter expenses amount into E-Travel under Prepaid Airfare, Airfare
• Route the check request for approval.
• Once it has been approved print out the check request and send it with the supporting documentation to the travel office.
• We can only reimburse the faculty/staff for airfare.
• Pre-Paid Airline Tickets for Canceled Trips
• If an airline ticket has been purchased by the University to be used on a trip that is canceled, the department  needs to call travel agency to rebook or get a credit voucher, in order to avoid losing the airline ticket entirely
• Usually there is a $100.00 rebooking fee and the ticket will be good for one year.
• You will need to enter a note in the E-Travel notes section explaining why the trip was cancelled.
• Registration
• Payable directly to the vendor
• Complete Prepaid registration check request in E-Travel.
• For student registration complete Prepaid Other Expense using the Student Group account codes.
• Route for approval.
• Once you have approval print out the check request and send it with the registration form and a copy of the registration form to our office.
• Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.
• Individual reimbursement for registration before the trip
• Complete Prepaid registration check request in E-Travel
• For students registration complete under Prepaid Other Expense.
• Only the faculty/staff can get reimbursed for this.
• Route for approval.
• Once you have approval print out the check request and send it with the registration form and paid receipt to our office.
• The receipt must clearly indicate that it has been paid
• If paid by a check you must submit a copy of the front and back of the canceled check.
• Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.
• Pre-Paid Registration Fees for Canceled Trips
• The department will need to see if a refund can be given on the registration.
• If a refund cannot be given please go into the travel and make a note in the notes section of E-Travel.
• If a refund is given, the department needs to send the refund check to the travel office with a memo stating which travel this is for.
• In State
• All in-state travel should have a travel authorization completed and approved by the budget authority, supervisor and traveler before the trip takes place.
• In-state travel follows normal rules and regulations of the University travel policies.
• Lunch is not reimbursable on day trips. 
• All travel reimbursements should be completed within 15 days of return.
• All travel expenses that are to be reimbursed can only be reimbursed to the faculty/staff member not a student.
• All student expenses should be entered under Other Expense using the correct student group account codes
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• All small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed.

 

• Out of State
• Out-of-state travel consists of the continental United States (Alaska and Hawaii are Foreign Travel).
• All out-of-state travel should have a travel authorization completed and approved by the budget authority, supervisor and traveler before the trip takes place
• Out-of-state travel follows normal rules and regulations of the University travel policies.
• All student expenses should be entered under other expense using the correct student group account codes.
• All travel expenses that are to be reimbursed can only be reimbursed to the faculty/staff member not a student.
• Lunch is not reimbursable on day trips. 
• Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
• All travel reimbursements should be completed within 15 days of return.
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• All small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed
• Foreign Travel
•  Foreign  travel includes Alaska and Hawaii. 
• All foreign travel should have a travel authorization completed and approved by the budget authority, supervisor,  traveler, and Vice Chancellor before the trip takes place
• All travel expenses that have to be reimbursed can only be reimbursed to the faculty/staff member not a student.
• All student expenses should be entered under other expense using the correct student group account codes
• Airline tickets, registration fees, or travel advances cannot be processed until the Vice Chancellor has approved the travel.
• If contract and grant funds will be used on the travel, the grants office must approve all travel authorization and payments.
• Foreign travel follows normal rules and regulations of the University travel policies.
• Foreign meal per diem is determined by the destination of the trip.
• Foreign meal per diem can be found on the Department of States webpage.
• Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
• All travel reimbursements should be completed within 15 days of return.
• Original reimbursement and backup documents are required with the travel package.
• If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
• Conversion calculations must also be shown on all backup documentation.
• Use the following currency conversion  for all receipts http://www.oanda.com/convert/classic
• Print out the currency conversion from Oanda and attach to the supporting documentation.
• All small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
• Send travel reimbursement to Travel Office to be processed.

 

UNCW/Jamie Moncrief