unc travel policy

Business Travel Frequently Asked Questions

• Authorization
• Transportation
• Travel Advance and Registration
• This business trip is attended by a member of staff yearly and this year [INSERT EMPLOYEE/FACULTY NAME] represented our department.
• This trip is required for UNC-Chapel Hill to maintain certification or accreditation.
• The primary purpose of this trip is for [INSERT FACULTY NAME] to attend this conference, which contributes importantly to [INSERT FACULTY NAME]’s research agenda.
• I am mandating this trip by [INSERT EMPLOYEE/FACULTY NAME] for the purpose of business.

• UNC Chapel Hill

Current SOM Business Travel and Gathering Guidelines

January 6, 2022

By Martha Modlin

Updated 3/8/22: Please follow updated guidance on masks and distancing here: https://www.med.unc.edu/intranet/use-of-masks-at-work/

University-affiliated international travel currently continues to be prohibited. Exception requests have resumed and details can be found on the  UNC Global Travel Policies and Exceptions website .

Individuals requesting an exception should complete the forms that are located on the UNC Global website, and:

• Given the restrictive policy, please add sufficient detail, especially regarding how COVID risks will be mitigated.
• Also, if the dates for travel are many months in the future, consider revisiting the website in the future to evaluate any international travel guidance changes.

In addition to filling out the forms, individuals will need approval from their immediate supervisor, department chair or center director.

For faculty and postdocs in the SOM, please submit the following information to Vice Dean for Academic Affairs  Jennifer Wu .

• Two travel documents: 1) Faculty and postdoc travel restriction exception request and approval & 2) COVID-19 assumption of risk and release of liability, both from the UNC Global website.
• Documentation that the immediate supervisor, department chair or center director has approved the travel request.

Dr. Wu will evaluate the application. If approved, she will forward to Barbara Stephenson, vice provost for Global Affairs and chief global officer, who will communicate with the Provost’s Office and then contact Dr. Wu with a decision. Dr. Wu will reach out to the applicant with the decision.

Travel within the United States currently is not prohibited. Additional university-affiliated travel information can be found on the  Carolina Together website .

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Forms and Policies

ESE Student Pre-Authorization Travel Form Travel Prompter (pre-trip) Travel Prompter (post-trip) Third Party Lodging Request Form – If you’re not using a hotel, this must be filled out before the trip. Includes AirBNB.

Policies and Information

Cost of Attendance UNC Travel website – This is a very helpful overview site of how travel at UNC works. Understanding Per Diem Understanding Policy – A complete list of UNC’s travel policies

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• Purchasing and Contracts

Travel Policies and Procedures

• UNC Visa Card

This page provides you with a high level overview of the travel policies and procedures at UNC.  For more detailed information regarding travel questions, please contact your Accounting Specialist, Purchasing, or refer to Chapter 5 of the University's Fiscal Rules .

Since travel is a sensitive area of expenditure that is often scrutinized by the public, all UNC travel should be made with the highest level of integrity and all expenditures - whether state appropriated, grant, auxiliary or other funds for which UNC is accountable - should be made in compliance with the spirit and letter of UNC's policies and procedures.

A Travel Authorization ("TA") form must be completed for all UNC travel, regardless of whether UNC funds will be expended for the trip. If UNC funds will be expended, the TA must be completed before any expenses are incurred. This form requires that you identify the purpose of the trip, the expenses to be paid for by UNC, and that you obtain the necessary approvals for travel. See the Travel Authorization Guide for help completing or approving the TA.

The required approvals for a TA will vary depending on the location of travel and your college or department on campus. Below is a general guideline of what approvals are required, but please check with your Accounting Specialist regarding any special approvals or process that are required for your college or department. 

  Employee Travelers

• No TA Required.
• College Faculty and Staff Travelers : FOAP Approver, Dean, and Grant/Foundation Approver(s) as needed.  
• Athletics : Complete all paperwork through the Athletics' Business Office, Grant/Foundation Approver(s) as needed.
• All Other Staff Travelers : FOAP Approver, Associate/Assistant Vice President or Vice President, and Grant/Foundation Approver(s) as needed.
• Dean/AVP:  FOAP Approver, Vice President, and Grant/Foundation Approver(s) as needed.
• VP Travelers:   FOAP Approver, President, and Grant/Foundation Approver(s) as needed.
• College Faculty and Staff Travelers : FOAP Approver (Accounting Specialist), Dean, CIE, Provost, and Grant/Foundation Approver(s) as needed.
• Athletics : Complete all paperwork through the Athletics' Business Office. In addition to the normal process, the TA must also be approved by CIE, the Senior Vice President of Finance & Administration, and Grant/Foundation Approver(s) as needed.
• All Other Staff Travelers : FOAP Approver (Accounting Specialist), CIE, Associate/Assistant Vice President or Vice President, and Grant/Foundation Approver(s) as needed.
• Dean/AVP: FOAP Approver, Vice President, and Grant/Foundation Approver(s) as needed.
• VP Travelers:  FOAP Approver, President, and Grant/Foundation Approver(s) as needed.
• All international travelers must comply with the additional policies and practices of CIE.
• University sponsored travel to countries designated by the State Department as Level 3 or Level 4 is not allowed. Please visit the State Department website to determine if any restrictions are in place.
• If a traveler has been awarded travel funds from the Provost's Office or ORSP, a copy of the travel award letter needs to be attached to signify the fund approval. Since the letter is attached to the TA, a Fund Approver's approval is not needed (but all other approvals are still required).

Non-UNC Employee Travelers

Non-UNC employee travelers are generally students or other individuals who are not UNC employees and are not being paid as independent contractors. Travel-related expenses for independent contractors must be added to the total lump-sum payment to the individual and separate travel reimbursements are not paid out to individuals in this category.

The same travel policies and procedures for UNC employees must be followed for non-UNC employee travelers. In addition to completing a travel authorization form, non-UNC employee travelers must complete and submit a W-9 form and a direct-deposit authorization form so that they can be set up in the financial system to receive reimbursement for their travel expenses.

A person traveling on behalf of UNC may only charge expenses to UNC which are allowable under UNC’s Fiscal Rule and that have been approved by the appropriate FOAP Approver(s).  Allowable travel expenses include, but may not be limited to:

• Air travel must be completed using the most economical means available which satisfactorily accomplishes the University’s business.
• Upgrades are not allowed unless prior approval has been obtained by the traveler for things such as security, health or a disability/special need.
• Chartered flights require prior approval by the Purchasing & Contracts Office.
• Baggage fees for one bag are allowable.  Charges for a second bag require pre-approval by the FOAP Approver.
• Meals and Incidental Expenses (see the Per Diem section for additional information)
• Ground Transportation - this includes taxi, shuttle, Uber/Lyft, subway, train, tolls, and parking
• Rental Cars
• Mileage for use of personal vehicles
• DIA parking rates are limited to $18 per day
• Garage/lot parking may be paid/reimbursed at the rate charged to the traveler

The following expenses may not be charged to a UNC VISA card and will not be reimbursed to a traveler:

• Alcoholic beverages
• Entertainment Expenses
• Personal expenses above the incidental expense allowed by the Per Diem Rate
• Travel expenses incurred for political activities
• Traffic fines and parking tickets
• Meals for one day travel
• Travel insurance for domestic travel (unless pre-approved by the Dean/Director and Risk Management)
• Rental Car Insurance except a policy for Loss of Use (see the Ground Transportation section for additional information)

Whenever possible, a UNC VISA card should be used for all allowable travel expenses (except meals) that  have been approved to be paid from University funds.  Please see the Allowable Travel Expenses section, above, for a list of what are considered allowable expenses.  UNC will provide travelers with a per diem for meals (see the Per Diem section for additional information).

For those travelers that choose not to use a UNC VISA for allowable expenditures, please be aware that the reimbursement request may be delayed up to 30 days.

For all approved expenses that cannot be charged to the UNC VISA card, a Travel Reimbursement Form should be submitted to Accounts Payable within 60 days of returning from your trip. Any reimbursement forms that are received after the 60th day will be considered a taxable reimbursement per the IRS Accountable Plan (see the Definitions Section below for additional information).

The University provides travelers with a per diem to cover meal and incidental expenses. A college or department may establish a lower per diem rate, so please check with your Chair/Director or Accounting Specialist if you have questions regarding the correct per diem rate.

• Per diem is paid at the rate outlined on the GSA website .
• See Appendix B for breakdown of breakfast, lunch, dinner, and incidentals

For the first and last day of travel, per diem is paid at 75% of the per diem rate. Additionally, per diem will be reduced to reflect any meals provided to the traveler by the conference or host entity.

Per diem will be deposited in the traveler's personal bank account approximately 5 business days prior to the scheduled departure date. Please be aware that per diem is paid based upon the information provided on the TA, so per diem will not be paid in advance if the TA has not been submitted far enough in advance.

If it is determined that a rental car is needed, a traveler should rent a car from Hertz, Avis, Budget, and Enterprise as UNC receives discounts from these agencies based on contracts negotiated by the State of Colorado.

The UNC Visa card should be used on all rental cars as it provides primary collision damage insurance on all vehicles except trucks, SUV's, and 15-passenger vans. As secondary insurance, UNC provides coverage for liability and physical damage. In addition to the insurance provided by the UNC VISA card and UNC's insurance policy, Enterprise and Hertz also provide damage waiver insurance at no cost as part of the discounted rate. The traveler may consider purchasing Loss of Use insurance as UNC's insurance policy covers Loss of Use for $100 per day up to a maximum of $1,000 or coverage for ten (10) days. Check with your private auto insurance to see if Loss of Use for rental vehicles is covered under your personal policy and would pick up any additional costs beyond UNC's limits.

Please be aware that these insurance policies will only apply to the listed driver, so if more than one UNC employee will be driving a rental vehicle, all driving individuals need to be listed.

In order to receive the discount and insurance benefits, you must use the contract codes at the time of rental. The discount codes are:

• Avis: A514100
• Budget: T143828
• Enterprise Rental Car: XZ12450
• Hertz: 65579

Please note that these same discounts and benefits are available to UNC employees for personal use by using the discount codes provided above.

As of January 1, 2023, the IRS is increasing the mileage reimbursement rate. UNC will reimburse mileage at a rate of $0.59 per mile for travel completed after 1/1/23.

Mileage reimbursements for travel completed prior to 1/1/23 will be reimbursed at the previous 2022 rate of $0.56 per mile.

• Under revised IRS regulations, mileage between home and airport can now be advanced with any claimed per diem. This can be claimed at the time the TA is submitted in OnBase.
• All other mileage in personal vehicles can only be claimed as a reimbursement after the trip is completed. A travel reimbursement form, along with a copy of the approved TA for overnight/out-of-state travel, should be submitted to Accounts Payable within 60 days of the completion of the trip. Please work with your Accounting Specialist to submit this form.
• Mileage reimbursements for same day travel can be submitted without attaching a TA.
• $114.00 per night, single or double occupancy
• $124.00 per night, triple occupancy
• $134.00 per night, quadruple occupancy
• The UNC Friends and Family Rate offers a 15% discount on published rates and is available for anyone associated with UNC such as  those individuals visiting UNC booking their own lodging, UNC Alumni members, UNC Student Family visits, and UNC faculty and staff staying for personal use.
• To get the UNC rates, guests paying by credit card MUST book their reservation directly with the Greeley hotel at 1-800-222-TREE (8733) and not through any websites.  The Doubletree website doesn’t offer the UNC rate as it is hosted by the Hilton corporation.  Guests must ask for the UNC rate at the time the reservation is made.

WallyPark offers a State of Colorado employee discount for business and personal travel.  The flat rate is $7.50 per day for self-parking and $10.00 per day for valet.  These prices include all taxes and fees.  In order to make a reservation and take advantage of this discount, you must use the State of Colorado reservation site .  Regular rates will apply if you use their regular website.

If you do not make a reservation, you can still show your UNC business card or employee ID to the cashier upon exit to receive your discount.

Currency Conversion E-470 Toll Calculator Per Diem Rates State Department Travel Advisories Travel Authorization Form Travel Authorization Guide UNC Travel Guide 

• FOAP Approver: The person or persons that have authority to approve an expenditure of UNC funds from a specified account string.
• International Travel: Travel outside of the contiguous 48 states, the District of Colombia,  Alaska, and Hawaii.
• IRS Accountable Plan: IRS guidelines for what is and is not a taxable reimbursement to a traveler. In order for a reimbursement to be non-taxable, the travel must be for business purposes, the reimbursement must be completed within 60 days from the date the traveler returns from his/her trip, and any excess reimbursements or advances must be returned to UNC within 60 days from the date the traveler returns from his/her trip. If these guidelines are not met, then the reimbursement will be considered taxable income and will be reported to the IRS as such. The determination of what is taxable and non-taxable is guided by IRS Regulation CFR 31.3121(a)-3(c), IRS Sections 62(a)(2) and 62(c), IRS Revenue Ruling 2006-56, and the IRS Employee Reimbursement Plan guidelines.
• Out-of-State Travel: Travel outside of the state of Colorado.
• Same-day Travel:  Travel not requiring an overnight stay necessitating a TA.

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University – Affiliated Travel

• Travel Rates
• Student Travel Policy -  Superseded by NC Budget Manual 5.7.3  (PDF)
• Currency Converter
• OSBM Travel Policies and Procedures

***Please be reminded that Travel Reimbursement Requests must be submitted within 30 days after travel period ends.

Rental Car Expenses are reimbursable expenses for employees. The Travel Reimbursement form is located at Forms . The employee will have to pay for the cost of the rental upfront and the University will reimburse the traveler after the trip is over. Additional insurance, GPS charges or upgrades are not reimbursable. In addition the compact or standard car should be rented unless additional people are traveling and a larger vehicle is needed. If a larger vehicle is required, a letter of justification is required when reimbursement is requested. Additional drivers are not allowed except when sharing the car with another UNCP faculty/staff member traveling on the same trip. UNCP would like to make you aware that Enterprise Rent-A-Car is under contract with the state and the only car rental that should be used.  

Billing for Rental Car of an Employee

Local Rentals

• Charge the cost of the rental to your employee UNCP American Express Card and request reimbursement upon completion of the trip.
• Use a personal credit card and request reimbursement upon completion of the trip.

Out of Town Rentals

• Charge the cost of the rental to your employee American Express Card and request reimbursement upon completion of the trip.

Supporting Documentation

• Rental vehicles require original paid receipts showing $0 balance due.
• We will accept a credit card statement showing full payment to the rental agency along with the original receipt that shows a balance due.

Please decline collision damage waiver and supplemental liability protection when renting a vehicle for business travel. The rental car rates include the insurance protection and the state automobile insurance policy provides coverage to employees renting for official university travel.

Prices for Rental Cars

Enterprise Rental-A-Car Enterprise Rent-A-Car should be utilized for vehicle transportation if your round trip total mileage is 100 miles or more. Enterprise Rent-A-Car will only deliver vehicles to UNCP (Northeast corner of Parking Lot 30 at Pinchbeck Building).

Create an Enterprise Plus profile:   Anyone renting a vehicle will need to complete and EPLUS membership prior to your first rental which will allow you to store your personal information, method of payment, and earn redeemable rental credits.  Once you have completed your profile, you will be given a member number and you will be required to use that number as identification when reserving a vehicle.  Please see the enrollment information below.

• You can enroll in the Enterprise Plus program by clicking on this link: Enterprise Plus Program
• If you are already an Enterprise Plus member, please send your name and member number to [email protected] . Your profile will be updated to include the UNCP contracted rates.

How to make a reservation for an Employee with Enterprise:

• Visit us online at Enterprise Reservations for UNCP business travel. Simply choose the location, date and time. All UNCP account information is loaded into the reservation. Visit www.enterprise.com for all personal travel.
• Call our local office at 910.618.0422 or call 1-800-Rent-A-Car and mention the UNCP account number  NC53H92.

Lost Receipt

• You can pull your receipts up on www.enterprise.com . Under the reservation section of the main page, you will find multiple blue hyperlinks. Choose the link titled “print your receipt”. Type in your name and driver’s license number and it will bring up your last 6 months’ worth of receipts.

Additional Services and Benefits of Enterprise Rent-A-Car's Business rental program:

Free pick up services: Whether it is from home, office or other locations, please take advantage of our quick convenient pick up service. Enterprise will only deliver vehicles to UNCP (Northeast corner of Parking Lot 30 at Pinchbeck Building). Multiple locations: Enterprise Rent-A-Car has over 200 offices in North Carolina and 6800 across the country. Wherever you may travel, convenience is only a phone call away: 24-hour roadside assistance. Vehicle Variety: Enterprise offers over 50 makes and models of vehicles. Specialty vehicles are also available requiring a letter of justification: cargo vans, minivans, sport utility vehicles, 15-passenger vans and pick-up trucks. Leave the Claims to us: You can take the worry out of travel by using Enterprise and the insurance is included. Rental Requirements Age of Drivers: Enterprise Rent-A-Car is one of the few rental companies that will rent to drivers 21-25 years of age with no additional surcharge in most locations. All drivers must have a valid driver's license and a major credit card.

Summary: Key Points

• You must create an Enterprise Plus Profile: Enterprise Profile
• Enterprise link to make reservation: Enterprise Reservations
• Enterprise rentals are only reimbursable for trips greater than 100 miles round trip.
• Employees will have to pay for the rental upfront via UNCP American Express or personal credit card.
• Employees must choose between a standard or compact car, unless an approved letter of justification is given.
• Enterprise assesses a 50% gas surcharge unless gas is refilled when rental is returned.
• When your rental is returned to campus, you must call 910.608.0422 to inform Enterprise.
• Employees are responsible to read the complete Rental Car travel policy at the link:  Travel Policy

For Your Questions:

• Please refer to the UNCP travel policy:  https://www.uncp.edu/about-uncp/administration/departments/finance-and-administration/policies-and-procedures/controller/rental-vehicles-when-state-business
• Refer to the state rental car contract: www.doa.state.nc.us/PandC/975a.pdf
• Contact Charles “Billy” Jeffries , Business Rental Area Sales  Manager for Enterprise Rent-A-Car at 336.202.9939 or  [email protected]
• Contact UNCP Motor Pool at 910.521.6167 
• Contact UNCP Travel Office at 910.522.5739 

The University of North Carolina at Greensboro

Approved by the Chancellor, 08/17/2015 Revised, 08/29/2023

The purpose of this policy is to provide basic information on University travel. These policies are based on  The State Budget Manual, Section 5 , which sets forth travel policies and regulations relative to securing authorization and reimbursement of expenditures for official state travel. The administration and control of travel is in accordance with the provisions of  General Statutes (G.S.) 138-5, 138-6, and 138-7 .

This policy applies to all University of North Carolina at Greensboro faculty, staff, students and other individuals who travel on behalf of the university. These policies apply to State Budgeted Funds deposited with the State Treasurer, whether derived from appropriations or agency receipt; Institutional Trust Funds; and Contracts and Grants.

Allowable travel expenses will be reimbursed to authorized University personnel and other individuals traveling on official state business. All travel is contingent upon availability of funds.

3.1 Official State Business

Official state business occurs when the State employee or other person is traveling to attend approved job related training, work on behalf of, officially represent, or provide a state service upon the State’s or University’s request. Travel that does not directly benefit the State and the University will not be reimbursable.

3.2 Responsibility of Traveler

Before traveling the individual must read, understand and abide by the Travel Manual, as may be updated from time to time by Accounts Payable , and set forth by The University of North Carolina at Greensboro. Prior approval authorization for overnight travel is delegated to the traveler’s supervisor. Travelers must complete the Travel Authorization portion of the  TRV-1 form  prior to overnight travel. A traveler conducting official state business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, delays, luxury accommodations and services unnecessary or unjustified in the performance of official state business are not acceptable under this standard. Travelers will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

3.3 Responsibility of Traveler’s Supervisor

Approval authorization for travel is delegated to the traveler’s supervisor. This individual’s approval indicates that appropriate review of the cash advance/reimbursement has been made, and the travel conforms to all rules and regulations and is properly supported with valid documentation and receipts.

4. Compliance and Enforcement

The Office of the Controller within the UNCG Division of Finance and Administration will enforce and administer this policy in accordance with the N. C. General Statutes and the State Budget Manual as it relates to travel policies and regulations.

5. Resources

• State Budget Manual-OSBM
• Accounts Payable Website, including Travel Manual

6. Contacts for Additional Information and Reporting

• University Controller, 336-334-5741