Responsible Office):  Accounting                                                                           Effective:  July 29, 1998
                                                                                                     Supersedes:  July 1, 1995
 

Purpose Scope  Policy  Procedure

Revisions to the previously published procedure are indicated by.  Revisions include changes concerning the reimbursement of travel expenses for the following:  Consultants or contractors.  Student team travel.

Establishes policies related to non-state employees involved in official travel for the university.

Applies to all non-state employees traveling on behalf of any university department or activity.

1.     General Statement.
 
Non-state employees traveling on state business whose expenses are paid or reimbursed by the State of North Carolina are subject to the same regulations as state employees, including statutory lodging and meal allowances.

All travel is subject to availability of funds. The university reserves the right to limit the cost of travel according to the limits established prior to the trip. The department head/chair responsible for the university account from which the travel expenses will be paid is responsible for ensuring funds are available prior to authorizing travel for non-state employees. Lodging and registration excesses as defined by the state (registration in excess of $30 and lodging in excess of the amounts listed in Appendix A) must be approved by the department head/chair prior to the travel.
 

2.     Definition of Non-State Employee.
 
For purposes of this policy, examples of non-state employees include, but are not limited to, the following:
 
• A consultant or contractor not paid through our payroll system.
• A professional person (not on the state payroll) to whom an honorarium is paid.
• An employee of another governmental jurisdiction (local or federal) in whose travel the state may have a business interest.
• A prospective employee.
• A student (not on our payroll) in a state public college or university.
• An attendant for a handicapped employee.
 
3.     Reimbursable Expenses.
 
• Consultants or Contractors. Travel expenses for consultants or contractors may be reimbursed following the same travel procedure for non-state employees or may be included as part of the contracted services payment. If travel expenses are paid to an individual as part of the contracted services payment, the consultant or contractor must be informed of the tax liability for these payments.

(See Procedure PUR 1.40 for additional instructions regarding payments to contractors or consultants.)
 
• Prospective Professional Employees. Prospective professional employees visiting the university for employment interviews may have travel expenses reimbursed. Reimbursable travel expenses are limited to transportation, lodging, and meals for a maximum of three days at the in-state rates listed in Appendix A.
 
• Students. Students at state institutions who travel on official state business and whose expenses are paid or reimbursed by the state are subject to the same regulations (including statutory lodging and meal allowances) to the same extent as state employees.

Exception for student team travel: Students traveling for athletic sponsored events are subject to special documentation and reimbursement rules. Reimbursed expenses require approval of the Comptroller.
 
• Attendants for Handicapped Employees. State policy does not permit the routine payment of salaries for attendants for handicapped employees. Payment of travel lodging and meal expenses for attendants may be reimbursed if advance approval is obtained in writing via a memo from the Chancellor.
 
• Family Members. Travel expenses for members of a non-employee's family are not reimbursable.

4.     Travel Advances.
 

Travel advances will not be provided to non-state employees.

1.    Travel Authorization.
 
• The department head/chair of the university department supplying the funds for travel expenses must authorize the travel in advance and must ensure that sufficient funds are available.
• However, travel by non-state employees does not require a Travel Authorization form.

2.    Encumbrance of Travel Funds.
 

• Encumber airline tickets for non-state employees requiring advance payment by UNCW with a regular purchase requisition rather than a travel requisition.
• Do not encumber any other estimated costs for travel by non-state employees.

3.    Reimbursement of Out-of-Pocket Travel Expenses.
 

• Submit an approved Travel Reimbursement~Non-State Employees to Accounting.

     (See TRA 1.16 for additional instructions.)
• If travel expenses are paid to a consultant or contractor as part of the contracted services payment and not reimbursed through the travel reimbursement process, ensure that the consultant or contractor is informed of the tax liability for these payments.

     (See PUR 1.40.)