Scope
This page applies to instances where UNC employees have paid for business-related travel expenditures and are requesting reimbursement. For travel arrangements to paid directly from university funds, please refer to the Procurement page.
Policy Highlights |
Policy Links | |
| Finance Policy 1300 covers all aspects of University Business Travel. As a state institution, very detailed restrictions are in place pertaining to the amount of allowed per diems or mileage rates chargeable for university business travel. | ||
Process Overview |
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Areas of Focus |
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Meal Per Diems |
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Standard per diems are allowed for staff on authorized travel on university business if the travel is at least 35 miles from the employee’s home or work station, whichever is less. The per diem rates are set by North Carolina State Legislation and must be applied regardless of funding source; only one exception exists on grant-funded out-of-country travel where the sponsor expressly allows for meal reimbursements at the U.S. State Department allowances. Otherwise, any out-of-state travel should apply the appropriate out-of-state rates – this holds even for out-of-country travel. Since travel by CAU staff will generally not be funded by grants, the NC legislative allowances are applied on the Travel Reimbursement form based on the indicated destination.
Meal per diems are also available on partial day travel (i.e. the day of departure or the day of return) provided that the workday has been extended by the minimum time: 2 hours for breakfast and 3 hours for dinner. The policy shows a table specifying the minimum times as applied to the days of departure and return. |
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Transportation by Vehicle |
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Actual mileage is reimbursable based on the latest mileage rate set by the IRS (56 cents/ mile as of 1/1/2014 – see policy for latest updates). This rate will apply for all trips <100 miles. For trips > 100 miles, UNC staff must request a state-owned vehicle. If a state-owned vehicle was not requested, then the state fleet rate of 30 cents per/mile will apply. If a state-owned vehicle was requested but was unavailable (documentation of request is required), then reimbursement will be allowed at the IRS rate.
Rental cars cannot be used solely for the convenience or personal preference of the employee. Travelers are encouraged to use one of the agencies on State contract when acquiring a rental car. |
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Transportation by Other Means |
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| Economy class is expected for all air travel unless the trip involves international travel longer than eight hours in duration or if approved in advance. Travel by train is also expected at the “coach” fare, unless overnight travel is required. Travel that is not booked through the UNC CABS system must attach original receipts. Reimbursements for taxi fares should identify each trip by point of origin, destination, and purpose. No common carrier or public transportation fares are reimbursable on a trip on which an employee uses a state-owned vehicle, unless it is shown that such arrangement was more economical in a particular situation. | ||
Splitting Costs Between Travelers | ||
| When two or more persons travel together, each person should submit a separate Travel Reimbursement form. When two or more persons use the same personal or State car, only one person should report the cost of operating the car. When two or more persons share a hotel room, each staff member should include one-half of the occupancy rate on their respective reimbursement form. | ||
Registration Fees |
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| Conference registration fees are an allowable business expense for University employees and are considered a travel expenditure. These should be submitted on the Travel Reimbursement Form – there is a specific line for registration fees. Note this form should still be used for local conference fees even if no travel costs were incurred.
To facilitate reimbursement for conferences, please submit a conference schedule with your reimbursement. Meal per diems cannot be claimed if the conference expressly provide meals for participants. |
