TRA 1.16 - Travel Reimbursements
Responsible Office:
Accounting
Effective: November 30, 1998
Supersedes: January 1, 1998
Purpose
Explains policy and procedures for the reimbursement of travel
costs.
Scope
Applies to all university departments or activities.
Policy
1. General Policy Statement.
-
The university reimburses travel expenses in accordance with the regulations
of the State of North Carolina Office of State Budget and Management.
-
Reimbursement is limited to personal out-of-pocket costs and allowances
incurred while on authorized university business by the individual making
the claim.
Notes regarding travel by non-state employees:
-
Travel by non-state employees does not require a Travel Authorization form
for reimbursement.
-
Non-state employees are bound by the same statutory reimbursement regulations,
documentation requirements, and other conditions as state employees unless
otherwise indicated.
2. Approval of Travel Reimbursement
Requests.
a. Department Head/Chair Approval.
For travel costs to be reimbursed, the appropriate Travel Reimbursement
form must be approved by the department head or chairperson having
budget authority for the university account(s) providing funds for the
reimbursement. Additional approvals are required as indicated below.
b. 
Supervisor
Approval (Only for State Employee Travel).
Approval of the traveler's immediate supervisor is required.
c. Other Approvals.
Additional approvals may be required as follows:
-
There are special departmental or divisional approval requirements.
-
Travel costs are split between two or more university six-digit accounts.
-
For travel by non-state employees only: Approval of the Chancellor
or the appropriate Vice Chancellor is required on the reimbursement request
if foreign travel (travel outside the contiguous United States including
travel to Alaska and Hawaii) is involved.
3. Timely Submittal of Travel
Reimbursement Requests.
The Travel Reimbursement must be submitted to the Accounting Department
within the designated time limits after the travel period ends. (See
Procedure
statement 1.a.) Failure to submit the reimbursement request
in the designated time period could result in rejection of the reimbursement
request.
4. Documentation Substantiating
Travel Reimbursements.
All documents substantiating travel shall be on file with the University
Accounting Department. Original receipts and/or written statements should
be attached to the Travel Reimbursement before forwarding to Accounting
for reimbursement.
TRA 1.16 - Travel Reimbursements
Effective: November 30, 1998
Procedure
Supersedes: January 1, 1998
1. Submittal of Reimbursement Requests.
-
Complete the appropriate Travel Reimbursement form (Travel Reimbursement~State
Employees or Travel Reimbursement~ Non-State Employees as applicable.)
Notes:
-
On Travel Reimbursements for state employees, reference the Travel Authorization
covering the trip.
-
Do not include on the Travel Reimbursement such items as registrations
paid by a check request and airline tickets processed with a purchase order,
as these items are not out-of-pocket costs.
-
Attach required receipts or other appropriate documentation as specified
in Procedure statement 2.
-
Obtain required approvals and submit the Travel Reimbursement to Accounting
within the time limits below.
a. Time
Limits for Submittal.
-
Submit reimbursement requests for repetitive local travel by the
tenth of the succeeding month for the prior month's travel.
-
Submit reimbursement requests at fiscal year end (June 30) within
five working days after year end.
-
Submit all other reimbursement requests within ten working days
following the trip.
2. Required
Documentation.
Attach required receipts or written statements (as indicated below)
to the Travel Reimbursement before forwarding to the Accounting Department.
a. Blanket
Travel for State Employees.
-
Provide an explanation in the "Explanatory Remarks" section that the Travel
Authorization number indicated is for authorized blanket travel.
b. Air Transportation.
-
Justification for use of Super Saver when it extends the duration of the
trip.
-
Justification (approved in writing by the Chancellor) if first-class airline
accommodations must be used in exceptional circumstances rather than air
coach/tourist class.
c. Ground Transportation.
-
Original receipt for required repairs when driving a state car.
-
Justification for deviations from reasonably expected mileage.
-
Original receipt for limousine or taxi (one-way trip at destination) in
excess of $20.00.
-
Original receipt for airport limousine (one round trip between campus and
airline terminal at point of departure).
-
Justification for use of common carrier or public transportation when a
state car or private car is used.
-
Original receipt for rental car (if not charged to American Express card).
-
Original of the signed Vehicle Request and Invoice documenting the non-availability
of a state-owned vehicle must be attached when requesting reimbursement
for the following:
(1) The higher rate for use of a private car
when other criteria listed in item C of Appendix A are not met.
(2) A rental car that was picked up in the
Wilmington area.
-
Justification for use of a taxi in an emergency for inter-city transportation.
-
Original receipt for airport parking.
(Note: Airport parking in excess of 96
hours may be reimbursed in unusual circumstances if documented on the Travel
Authorization form.)
-
Original receipt for tolls, miscellaneous parking, and storage fees, etc.
in excess of $3.00 per day.
d. Meals and Lodging
-
Original receipt from commercial lodging establishment.
-
Indicate actual departure and arrival dates and times to document meal
and lodging eligibility.
e. Other Expenses
-
Original receipt is required for registration if claimed on Travel Reimbursement
form rather than a check request having been prepared.
-
Receipt or copy of telephone bill for telephone calls. Calls over $3.00
must be identified as to point of origin and destination.
3. Travel Advances for State Employees.
Indicate any travel advances issued on the Travel Reimbursement form.
Note: Travel advances are not provided to non-state employees.
a. Travel Advances Less Than Actual
Trip Costs.
-
Subtract the travel advance from total travel costs. Indicate the difference
in the "Reimbursement Due Payee" section of the Travel Reimbursement.
-
Accounting will issue a check to the employee for the difference between
the actual trip costs and the amount of the travel advance check.
b. Travel Advances in Excess of Actual
Trip Cost.
-
Subtract the travel advance from total travel costs. Indicate a negative
figure in the "Reimbursement Due Payee" section of the Travel Reimbursement.
-
The state employee must reimburse the university by writing a check payable
to UNCW for the difference between the actual trip costs and the amount
of the travel advance check.
-
Attach the check and the required documentation to the Travel Reimbursement
and forward to Accounting.
-
Accounting will
deposit the check into the account originally charged (your department
funds).
c. Advances Equal to Actual Trip Costs.
-
Prepare a Travel Reimbursement with the proper documentation (receipts,
etc.) and signatures.
-
Forward the Travel Reimbursement to Accounting, where it will be attached
to the copy of your original advance check as supporting documentation.
Instructions for Preparation of Forms
Effective: November 30, 1998
Supersedes: August 15, 1995
Name of Form: Travel Reimbursement~State Employees
Travel Reimbursement Continuation Form
A. Where to Obtain Forms.
Forms may be ordered from the U-Business
Web site.
B. Instructions.
The department should complete only the non-shaded areas
on the Travel Reimbursement form. Instructions are provided only for those
items requiring additional clarification.
Payee Social Security No. Traveler's Social
Security number.
Explanatory Remarks. Uses of this section include
the following:
To indicate the reimbursement request is covered by a blanket Travel Authorization.
To explain deviations from the approved Travel Authorization that occurred
while the traveler was in travel status. Explanation of unusual circumstances
could
prevent the Travel Reimbursement from being returned for further clarification.
(For example: Dinner was scheduled on the airplane
agenda, but no dinner was served on the plane; thus the traveler is claiming
dinner on the Travel Reimbursement.)
To provide other explanatory remarks pertinent to the travel reimbursement.
Approval Signatures:
-
Supervisor.
Signature
of the traveler's immediate supervisor is required.
-
Department Head/Chair. Signature of the department head or chairperson
having budget authority for the university account being charged for travel
expenses is always required.
-
Other Approval. Signature of other approving authority, if required.
Examples requiring additional approval are noted below:
-
Special departmental or divisional approval requirements.
-
Travel costs are split between two or more university six-digit accounts.
Travel Authorization No. and Date. The pre-printed number
and date of the authorized Travel Authorization for this trip.
Actual
Travel Period. Actual dates and time the travel began
and ended. The time of departure and return is important because this is
used to determine eligibility for lodging and meals.
Private Car Daily Mileage. If applicable, enter
daily private car mileage. Record actual mileage from the point
of departure or duty station, whichever is less.
Transportation
- Other. For transportation-related expenses other
than a privately- owned car or rental car, specify type expense (examples:
tolls, parking, airport limousine, taxi, bus, train, and subway).
Explanation of Other Travel Expenses. Explain
any other allowable travel expense items incurred by the traveler (examples:
official phone calls and baggage handling).
Less Travel Advance. If a travel advance was
requested, enter the total travel advance received; then enter the amount
of the advance charged to each cost item. Items paid via a purchase order
and/or a check request are not considered in calculating advances and should
not
be placed in this column.
Reimbursement Due Payee. Calculate and enter
the reimbursement amount for each cost column and for total travel costs
(Total Travel Costs minus Travel Advance).
Note:
If the Travel Advance is greater than Total Travel Costs,
this represents the amount that the traveler must reimburse the university
by writing a check payable to UNCW.
Account Number(s) and Amounts. Enter the ten-digit
UNCW account number and amount to be charged for each type of travel cost
incurred. The total of all amounts charged must agree with the total Reimbursement
Due Payee.
Check Distribution. Check the applicable box
to indicate check distribution. If the check is to be picked up at the
Cashier's Office, indicate the name and extension number of the person
to be contacted when the check is ready.
C. Distribution
by Final Approving Authority.
-
Send original (with original receipts and/or documentation attached) to
Accounting.
-
Retain one copy for departmental records.
Instructions for Preparation of Forms TRA 1.16
Effective: Nov. 30, 1998
Supersedes: Jan. 1, 1998
Name of Form: Travel Reimbursement ~ Non-State Employees
Travel Reimbursement Continuation Form
A. Where to Obtain Forms.
Forms may be ordered from the U-Business
Web site.
B. Instructions.
The department should complete only the non-shaded areas
on the Travel Reimbursement form. Instructions are provided only for those
items requiring additional clarification.
Payee Social Security No. Traveler's
Social Security number.
Explanatory Remarks. The traveler may enter
any explanatory remarks pertinent to the travel reimbursement. (For
example: Dinner was scheduled on the airplane agenda, but no dinner was
served on the plane; thus the traveler is claiming dinner on the Travel
Reimbursement.) Explanation of unusual circumstances
could
prevent the Travel Reimbursement from being returned for further clarification.
Purpose of Trip. Refer to Procedure TRA
1.10 for travel expenses that are reimbursable to non-state employees.
Excess Registration/Excess Lodging. This section
must be completed if the travel involved excess registration or excess
lodging as defined by the state:
-
Registration in excess of $30
-
Lodging in excess of the amounts listed in Appendix A
Signature of Department Head/Chair. Signature
of the department head or chairperson having budget authority for the university
account being charged for travel expenses is required.
Other Approval Signatures. Signature of other
approving authority, if required. Examples requiring an additional approval
are noted below:
-
The department or division has additional approval requirements.
-
Travel costs are split between two or more university six-digit accounts.
-
If foreign travel is involved, the signature of the Chancellor or the appropriate
Vice Chancellor is required.
Actual
Travel Period. Actual dates and time the travel began
and ended. The time of departure and return is important because this is
used to determine eligibility for lodging and meals.
Private Car Daily Mileage. If applicable, enter
daily private car mileage. Record actual mileage from the point
of departure or duty station, whichever is less.
Transportation
- Other. For transportation-related expenses other
than a privately- owned car or rental car, specify type expense (examples:
tolls, parking, airport limousine, taxi, bus, train, and subway).
Explanation of Other Travel Expenses. Explain
any other allowable travel expense items incurred by the traveler (examples:
official phone calls and baggage handling).
Account Number(s) and Amounts. Enter the ten-digit
UNCW account number and amount to be charged for each type of travel cost
incurred. The total of all amounts charged must agree with the total Travel
Costs
to be reimbursed to the payee.
Check Distribution. Check the applicable box
to indicate check distribution. If the check is to be picked up at the
Cashier's Office, indicate the name and extension number of the person
to be contacted when the check is ready.
C. Distribution by Final
Approving Authority.
-
Send original (with original receipts and/or documentation attached) to
Accounting.
-
Retain one copy for departmental records.
Purpose
