Financial Services
Policies and Procedures - Travel
Policy 1 - Travel Tips
All of the information in this section is described in more detail in other sections of the Travel Policy Manual. If you wish clarification of any of the material please check with either your departmental/unit expert or the Accounts Payable Office (ext. 4-5798).
I. When You Travel
- Obtain receipts for any expense you wish to be reimbursed (minor exceptions apply).
- Plan ahead and allow at least ten business days to apply for a travel advance (minimum of $100).
- Obtain your supervisor's written approval before travel.
- Complete travel authorization before traveling.
- Complete travel reimbursement forms promptly...within ten days of return.
- Practice good judgment and prudence when incurring expenses. Luxury rooms,personal services, and similar expenses will not be reimbursed.
- Learn the basic regulations which apply to State travel so you can avoid personal costs.
II. Planning to Travel
- Obtain written approval of your supervisor on the top part of the "Travel
Authorization/ Expense Report" form. Keep the authorization on file
until the trip is completed.
- Determine if you need a travel advance. If needed, use back of TRV-1 to
calculate estimated expenses and note any excess expenses.
- Submit a copy of the form two weeks before travel to Accounts Payable
- The advance will not be mailed earlier than five days before departure.
- Note: Travel advances are available ONLY to employees.
- Prepayments may include registration fees and air travel expenses. These prepayments are requested by sending a photocopy of the Travel Authorization/Expense Report with the authorization and travel advance sections completed and an accompanying invoice. Allow ten business days before the trip date for a travel advance to be processed and mailed.
- Make travel arrangements early to secure attractive prices for lodging and transportation.
- Review Policy 7 regulations affecting use of private car, rental cars, taxis and commercial carriers.
- State vans can be reserved through University Motor Pool.
- Standard mileage rate is $.585 per mile for the use of private car.
III. Traveling
Obtain proper receipts for authorized expenses. Items that can be reimbursed
if receipts are obtained include:
Expenses for Transportation to Destination:
- Commercial Airline - must have ticket (receipt) at "Air Coach Rate"
- Railroad - must have ticket (receipt) at "Coach Fare Rate"
- Bus - must have ticket (receipt)
- State Car - toll, parking, gas and mandatory emergency repair receipts
- Private Car (refer to regulations to determine criteria for driving private car) - toll and parking receipts; also can claim direct mileage between points on traveler's itinerary
- Airport limousine or taxis - must have receipt if one way exceeds $20
- Rental Car - must have rental agreement contract showing total cost or rental, tolls, parking and gas receipts; should be from a State contracted vendor. Reason for using other than state contracted vendor must be documented (safety, cost, etc.). Optional insurance is not reimbursable. Rental Car Agencies on Contract
Expenses for Transportation Between Cities:
- Taxis - Taxi fares are not reimbursable for intercity transportation, except
in emergencies when a less expensive mode of transportation is not available
within a reasonable period. To obtain reimbursements of a taxi or limousine,
original receipts plus justification must be attached to the form TRV-1,
Travel Authorization/Expense Report.
- Bus or other public transportation - Obtain original receipts if possible;
if no receipt, maintain listing of dates, destinations and costs.
- Rental Car - Rental agreement contract showing total cost or rental, tolls, parking and gas receipts. Must be from State contracted vendor, even though another vendor may be less expensive.
- Obtain original receipts for parking, tolls, etc., in excess of $3.00 per day.
Subsistence (lodging and meals) Expenses:
- Lodging - Original receipt of actual lodging expenses from a commercial
lodging establishment. The per diem rates for lodging are limited to $63.75
(in-state) and $75.50 (out-of-state). Rates in excess may be reimbursed with
proper authorization as approved on travel authorization. Rates effective
as of January 1, 2006.
- Meals - Refer to Policy 5 on meals to determine receipts needed and if meals are allowable. Lunch per diem is not reimbursed if travel does not include an overnight stay.
Other Expenses:
- Registration
- Phone call in excess of $5 - must identify point of origin and destination and must be business related.
Remember, the following items which cannot be reimbursed even if receipts are obtained:
- Room Service tips, valet tips, or other hotel services
- Laundry services
- Between meal snacks
- Tours or other social activities
- Flight insurance or personal accident car insurance
- Any expenses of a personal nature.
IV. After Returning from a Trip
File for Travel Reimbursement - No Travel Advance Received:
- Prepare a Request for Travel Reimbursement, Form
TRV-1, and attach appropriate receipts.
- Obtain appropriate signatures from supervisor(s).
- Send Travel Authorization/Expense Report to Accounts Payable for processing.
- After processing, traveler will receive a reimbursement check for allowable expenses.
File for Reimbursement - Advance Received:
- Prepare Travel Authorization/Expense Report, Form
TRV-1, and attach appropriate receipts.
- If the travel expense is less than the Travel Advance received, write a
personal check for the difference and send the check with the TRV-1 form.
Make check payable to UNCG. DO NOT SEND CASH.
- Obtain appropriate signature from supervisor.
- If the travel expense is greater than the Travel Advance received and the expense is allowable, the traveler will receive a reimbursement check for the amount spent over the Travel Advance.
Please note: some items require the Adobe Acrobat PDF Reader, which can be downloaded from the Adobe web site.