Foreign Travel for an Employee
Foreign Travel consist of Alaska, Hawaii and all Foreign Countries. All international travel must be authorized by the budget authority, supervisor, traveler and Vice Chancellor/Chancellor before the trip takes place. Also, if international travel is being paid by a grant fund, the Grant Officer will need to approve the travel as well. Foreign Travel status begins when the employee leaves the Continental US and remains in effect until the employee returns to the Continental US. Any expenses that are incurred during the trip within the Continental United States will have out of state rates applied to the expenses. Foreign travel follows normal rules and regulations of the University travel policies. Foreign travel reimbursements and prepaid items must follow the same guidelines as regular travel – original receipts, explanations for deviances from policy or unusual circumstances, etc.
Per Diem Rates and Lodging Rates
Foreign meal per diem is determined by the destination of the trip. Foreign meal per diems and lodging rates can be found on the Department of States webpage. Meal per diems are relative to location. If in the US or on a flight into or out of the US at meal time, the traveler will be reimbursed at the appropriate out of state or instate meal per diem.
How to Process an International Travel
Enter the travel into the E-Travel System making sure you select the correct Foreign Country. This will affect rates and the routing if not completed properly. Once the travel authorization has be entered and approved you are set until the traveler's return, unless you have prepaids that will need to be paid.
Once the traveler has returned from the trip, you will need to convert all foreign currency receipts before entering into E-Travel. Foreign travel most often requires conversion of the receipts from foreign currency to US dollars, depending upon the destination. Use the Oanda website (www.oanda.com/convert/classic). You will use the actual date the payment was made to convert. (Example: the traveler stayed 3 days in a hotel in England – you will use the date of check out or the date payment was made to convert, not each day of the stay).
You will enter the amount to be converted in the first field, the date of the receipt in the second field, then select the foreign currency from the first drop down field and select US Dollars from the second drop down field before clicking Convert Now. Print the conversion page and attach behind the receipt as supporting documentation. Enter the US Dollars in E-Travel for that expense.
If any receipts are in another language please translate to the side of the receipt.
Wire and Draft
If the trip requires a payment in a foreign currency or you choose to pay by a wire or draft please enter the the payment into E-Travel as normal. Then you will need to complete a wire/draft form with additional information. This form can be found on General Accounting's Website. Please submit the travel check request with supporting documentation and the wire/draft form to the Travel Office. We will process and forward to General Accounting. For additional information on wires and drafts please see General Accounting's webpage.
Additional information for Foreign Travelers
The University relies on information from the U.S. Department of State, for travel warnings issued periodically by the agency and information from the U.S. Disease Control. Please visit both of these websites to keep up with such matters as health conditions, crime, unusual entry requirements, and areas of instability and the location of the nearest U.S embassy in subject country. Please see our list of additional links on the left side of our site for more information.
|Additional UNCW Contacts|
Leanne Prete- pretel 962-7774
|Pam Elliott - elliottp, 962-2950|
UNCW Passport Office -firstname.lastname@example.org