Microsoft Word - Travel Manual_Final with edits-1.docx

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TravelManual

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PoliciesandProceduresforfaculty/staffregardingpaymentfor

travelexpensesincurredforUNCGreensboro.

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Publishedby: OfficeoftheController

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Revised: April14,2021

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TableofContents

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TravelOverview...................................................................................................................Page1

ForeignNationalVisitors/Non‐ResidentAliens....................................................................Page2

RequiredAuthorizations......................................................................................................Page3

TravelAdvanceLoans...........................................................................................................Page4

Transportation.....................................................................................................................Page5

Subsistence..........................................................................................................................Page9

Third‐PartyLodging............................................................................................................Page12

RegistrationFees................................................................................................................Page12

EntertainmentReimbursements........................................................................................Page13

Non‐EmployeeReimbursements.......................................................................................Page13

InternalConferences..........................................................................................................Page15

ExternalConferences.........................................................................................................Page16

InternationalTravel............................................................................................................Page18

TravelTips..........................................................................................................................Page18

TravelTerms......................................................................................................................Page21

CompletingTRV‐1Form.....................................................................................................Page21

FrequentlyAskedQuestions..............................................................................................Page27

References.........................................................................................................................Page27

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Travel‐Overview

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Purpose/Scope

TheTravelManualprovidesbasicinformationontravelpoliciesandprocedures.Themanualis

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.The University must also comply with IRS Publication 463 Travel,

Entertainment,Gift,andCarExpenses.

Thepoliciesand proceduresasstatedinthismanualapplytoStateBudgetedFundsdeposited

withtheStateTreasurer, whetherderived fromappropriationsoragencyreceipt;Institutional

TrustFunds,includingDiscretionaryandOverheadReceiptFunds;andContractsandGrants.

Policy

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.

ThepoliciesandproceduressetforthinthismanualappliestoallUniversityofNorthCarolinaat

Greensborofaculty,staff,students,andotherindividualswhotravelonbehalfoftheUniversity.

Before travel expenditures are incurred, all travelers and administrative personnel should be

awareofthetravelpoliciesandproceduresstatedinthismanual. Pleaserefertravelquestions

toAccountsPayable(336)334‐5798oremailattravel@uncg.edu.

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.

§5.0.3

Travelthatdoesnotdirectly

benefittheStateandtheUniversitywillnotbereimbursable.

EmployeeResponsibility:Beforetravelingtheindividualmustread,understand,andabidebythe

policiesandproceduressetforthinthismanual.Priorapprovalauthorizationforovernighttravel

is delegated to the traveler’s supervisor. Travelers must complete the Travel Authorization

portionoftheFormTRV‐1priortoovernighttravel.Employeestravelingonstatebusinessare

responsible for submitting reimbursement requests in accordance with UNCG policies. The

employeewhoistravelingonofficialstatebusinessfortheUniversity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, circuitous routes, delays, luxury

accommodations and services unnecessary,unjustified, or for the convenience or personal

preferenceoftheemployeeintheperformanceofofficial businessarenotacceptableunderthis

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standard.

§5.0.2

Travelerswillbe responsibleforunauthorizedcostsandanyadditionalexpenses

incurredforpersonalpreferenceorconvenience.

Traveler’s Supervisor Responsibility: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.

Timely Submission: Travel reimbursement requests should be submitted complete and with

proper funding to Accounts Payable within 30 days of the return date.

NCGS §138‐6(c)

Per IRS

accountable plan guidelines, any travel reimbursement requests received in Accounts Payable

sixty(60)daysorlaterafterthereturndatewillbetaxabletothetraveler.

IRS§62(c);Treas.Reg.§1.62(c)(2)

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Travel expense reimbursement requests that are not received complete, with proper

documentation,andfundingwithin60daysofthereturndateofthetravelwillbeconsidered

taxableincometothetraveler.Asapplicable,ifthetravelerisanemployee,thereimbursement

willbereportedontheemployee’spayandrelatedW2,orifthetravelerisanon‐employee,the

amount will be reported on 1099‐MISC. It is the responsibility of the funding department to

ensurethatfundswillbeavailableinadvanceofauthorizingarequestfortravel.Fundingchanges

and/ordelayshavenobearingontherequiredtimelysubmissionand/orpotentialemployeetax

liabilityfordelayintimelysubmission.

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ForeignNationalVisitors/Non‐ResidentAliens



Foreignnationalvisitors/non‐residentaliensmaybeemployeesoftheUniversity,aswellasnon‐

employees.Dependentupontheirspecificcircumstances,theirvisatype,andpurposeoftravel

as it relates to their purpose of visiting the US/UNCG, the following may apply: 1) the travel

expenditureisallowedwithouttaxwithholding,2)thetravelexpenditureisallowed,butrequires

tax withholding, or 3) the travel expenditure/reimbursement is not allowed.Only holders of

certainvisatypesareeligibletoreceivetravelreimbursementsorbenefitfromUniversity paid

travel.Foreignnationalvisitors/non‐residentaliensaresubjecttowithholdingoftaxesontravel

reimbursement, including payment to a third party  in their behalf, unless an exemption is

providedbytheIRSCodeoranincometaxtreaty.Toreduceoreliminatetaxwithholdingonthe

reimbursement,ataxtreatymustbeineffectbetweentheUSandtheindividual’staxresidence

country.CallthePayrollTaxManagerat(336)334‐5180oremailat[email protected]fordetails

concerningeligiblevisatypesandtaxtreaties.Requestfortaxwithholdingexemptioninvolves

submittingthetraveler’sIRSForm8233tothePayrollOffice,821S.JosephineSt.,forforwarding

totheInternalRevenueService.(ThePayrollOfficewillassistwithpreparingtheForm8233.)IRS

regulationsrequireholdingofreimbursementpaymentsfortendaysaftertheformismailedto

theIRS.Inordertoavoiddelaysintravelreimbursementtonon‐residentaliens,FormNRA‐001

withrequireddocumentsisneededtoassistinpreparingtheForm8233andshouldbereceived

inthePayrollOffice two(2)weeksprior to thedatetravelreimbursement isexpected.Ifit is

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determined,withinthePayrollOfficethatanindividualisentitledtoatravelbenefit,thecontents

ofthisTravelManualareapplicable.

PleaserefertotheForeignNationalVisitorTaxGuideandapplicableNRAformsforclarification.

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RequiredAuthorizations



TravelbyseniorUniversityadministrators,exceptforin‐statedaytravel,requiresauthorization

asfollows:

 Travel by the Chancellor shall be authorized by the Vice Chancellor for Finance  and

Administration.

 Travel by Vice Chancellors and others who report directly to the Chancellor shall be

approvedbytheChancellororapersondesignatedtodosobytheChancellor.

 TravelbyDeansandotherswho reportdirectlytotheProvost/ExecutiveViceChancellor

shallbeauthorizedbytheProvost/ExecutiveViceChancellororapersondesignatedto

dosobytheProvost/ExecutiveViceChancellor.

Individuals who are designated to approve travel shall ensure that an alternate approver is

availableincaseswheretheprincipalapproverisunavailable.

SeniorUniversityAdministratorsaredefinedas:

 ChancelloranddirectreportstotheChancellor,

 Deans,

 MembersoftheExecutiveStaffwhoreportdirectlyto the Provost

ForemployeeswhoarenotdesignatedasaseniorUniversityadministrator,departmentheads,

orcomparableadministratorshavebeengiventhisdelegation.

AlltravelfundedbyContactsandGrantsrequirespriorapprovalfromthe OfficeofContractand

GrantAccounting.

Itistheresponsibility ofthefundingdepartmenttoensurethatfundswillbeavailableinadvance

ofauthorizingarequestfortravel,regardlessofwhetherovernightorsamedaytravel.

Rubberstamps,digitalstamps,oracopyofasignaturewillnotbeaccepted.Allsignaturesmust

beoriginal.SeeCompletingTRV‐1Formsectiononhowtoproperlysubmitatravelauthorization.

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TravelAdvanceLoans



TravelAdvanceLoansareonlyavailableunderthefollowingcircumstances:

 Studentgrouptravel

 Athleticteamtravel

 BlanketAthletictravel

 BlanketAdmissionstravel

 Researchoverseasforanextendedperiodoftime

 TravelexpensesthatareunabletobepaidviathePcard

Advancesarenotavailabletonon‐employees.

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Theadvancerequestcannotbelessthanonehundreddollars($100)orgreaterthantheestimatedcost

oftravel.

A travel advance loan is a loan to the employee; therefore, it is the responsibility of the

employee to ensure that the advance is either repaid or cleared by submitting Travel

Authorization/ExpenseReport(FormTRV‐1)andrepayinganyunusedadvancemonies.Failure

torepaythetraveladvance loanwithinthirty(30)daysofthe returndatemayleadtopayroll

deductionoftheadvanceamountfromtheemployee’snextpayrollcheck.Ifapayrolldeduction

ismadefromanemployee’spayrollchecktorepayatraveladvanceloan,the employeeforfeits

the right to participate in the Travel Advance Loan program and will no longer be eligible to

receivetraveladvanceloans.

AdvanceRequest

Atraveladvanceloanmustberequestedona TravelAuthorization/ExpenseReport,FormTRV‐

1,whichmustbesubmittedtotheController’sOffice atleasttwo(2)weekspriortointended

travel.OntheformthereisasectionontherightunderneaththeTravelAuthorizationsection

fortherequestedfundandamountoftheadvanceloan.Youwill notneedtoputanythingon

theTRV1formatthistime.Acopy shouldbesenttoAccountsPayableandtheoriginalshould

remainwiththetraveleruntilcompletionofthetrip.TheoriginalTV1formshouldbesubmitted

withthereceiptswithin30daysofthereturntrip.

BlanketTravelAdvanceLoan

ForAthleticandAdmissionsemployeeswhotraveleachmonth,anannualadvanceoffundsmay

beissuedequaltoonemonth’saverage monthlyexpense.Eachmonth,areimbursementrequest

willbefiledforpaymentforexpensesincurredthepreviousmonth.Theblanketadvancemust

be repaid as of June 20 annually. If it is determined that the monthly reimbursement has

averaged less than the annual advancement, the advance must be reduced to the newly

establishedamount.

Page|5



IssuanceofTravelAdvanceLoan

Theadvancemaybeissuednosoonerthanfive(5)calendardayspriortotravel.

SecondTravelAdvanceLoan

A second travel advance loan can be made only if the traveler has submitted a Travel

Authorization/ExpenseReport(FormTRV‐1),coveringthefirstadvance. Nomorethantwo(2)

traveladvanceloanscanbeoutstandingtoanytraveleratanyonetime.

RepaymentofTravelAdvanceLoans

Within thirty (30) days following the completion ofthe travel, a Travel Authorization/Expense

Report (Form TRV‐1) for travel expenses must be submitted to the Accounts Payable or the

advance must be repaid. Any unused monies from the  advance must also be promptly paid.

Travel advance loan repayments should be made by check payable to UNCG.DO NOT SEND

CASH.Ifareimbursementrequestformisnotfiledwithinthirty(30)daysaftercompletionof

travel,theentireadvanceamountwillbedeductedfromtheemployee’snextpayrollcheck.Ifa

payrolldeduction ismadefromanemployee’spayrollchecktorepayatraveladvanceloan,the

employeeforfeitstherightto participateinthetraveladvanceloanprogramandwillnolonger

beeligibletoreceivecashadvances.

TripDelayorCancellation

Ifatraveladvanceloanisobtainedandthetripisnottaken,theadvancemustberepaidwithin

forty‐eight (48) hours of cancellation or if the original check has not been cashed, it may be

returnedtotheController’sOfficetobevoided.Ifthetripispostponed,theadvance mustbe

repaidandanewadvance obtainedagainst anewTravelAuthorization/ExpenseReport,Form

TRV‐1.



Transportation



AirTransportation

 Confirmation of airfare travel or an itinerary  cannot be used as proof of payment; an

airfare receipt must be attached showing the payment method and identifying

informationsuchasnameand/orlastfourdigitsofcreditcard.

 Aircoachisareimbursableexpense,butfirstclassisnotareimbursableexpense,except

in rare cases in which a written justification is submitted in advance of the trip and

approved.

Page|6



 Reimbursementforfeesforcheck‐in,seatassignments,andbaggageislimitedtoactual

costssubstantiatedbyreceipt.

 Flightinsuranceisnotareimbursableexpense.

 Familymembers’airfareisnotareimbursableexpense.

 Iftheairfarereceipthasmorethanonenameonit,theonerequesting

reimbursement

mustprovideproofoftheindividualrequestedamount.

 Iftheflighthasdelaysandresultsinalongerstay,anexplanationmustbeprovided.

 Change fees and cancelled reservations must have a written statement providing a

businessreasontobereimbursed.

 Frequentflyermilesearnedbya stateemployeewhiletravelingonstatebusinessatstate

expensearethepropertyofthestate.

 With sufficient justification and documentation and with approval of the department

head,stateemployeescanbereimbursedforusual,customary,andreasonablefeesand

services charges imposed by the travel agency for assistance in making travel

arrangements.

§5.2.24



AirportParking

 Airportparkingwillonlybereimbursedforstatebusinesstravel.

 Anyparkingratesconsideredexcessiveandonlyfortheconvenienceofthetraveler

are not reimbursable.For example, use of an airport’s hourly parking lot for an

overnighttripwouldbeconsideredexcessive.

 Inappropriateorillegalparkingthatresultsinacitationwillnotbereimbursed.

 Anoriginalreceiptshowingamountanddatesisrequiredforreimbursement.

 Parkingchargesareenteredonthe“other”lineontheFormTRV‐1andmustbenoted

alongwithanyothermiscellaneousexpensesonthesecondpageofthetravelform.

 The business standard mileage rate set by the Internal Revenue Services for a

maximumoftworoundtripswithnoparkingcharge,oroneroundtripwithparking

chargesisreimbursable.Receiptsarerequiredforairportparkingclaims.

§5.2.26





CharteredAircraft

Theuseofcharteraircraftmustbeapprovedbythedepartmentheadorhis/herdesignee,

providedthefollowingissubstantiatedandputinwriting:

 Astateaircraftisnotavailableornotappropriateforthesizeofthepartytravelingor

thedestinationairport.

 Theuseofacharterflightismoreeconomicalthanacommercialflight.

 Theuseofacharterflightisnecessarybecauseofunusualtravelcircumstances.

Page|7



 PriortothetripthetravelermustsubmitaFormTRV‐1formwithcompletewritten

justification for utilizing a charter flight and must have authorized signatures

approvingtherequest.

Bus/Railtransportation

 Travelermusthavetheoriginalbus/railreceiptstoobtainreimbursement.Ifreceipts

arenotavailable,acredit

cardstatementshowingtheamountpaidmaybeprovided.

Ifacreditcardstatementisused,theremustbeidentifyinginformationincludedon

thestatement,suchasthetraveler’snamesothatthestatementcanbeverifiedas

belongingtothetraveler.

 Railroadmusthaveareceiptat“CoachFareRate”.

RentalCar

 Itistheintentofthestatethatstateemployeetravelshall beconductedinthemost

efficientmannerandatthelowestandmostreasonablecosttothestate.Rentinga

carisoftentheleastexpensiveoption.Forbothin‐stateandout‐of‐statetravel,rental

vehiclesshallbeobtainedthroughthestate’stermcontractswhenavailable.

§5.2.13

The

StateofNorthCarolina,andaccordinglyUNCG,havestatecontractrentalagreements

withEnterprise,Hertz,andNationalCarRental.Additionalinformationislocatedat

https://purchasing.uncg.edu/policies section 4.2State TermContracts.NCGeneral

Statute§116‐13allowspurchasesfromotherthanthestatetermcontractprovided:

theitemis“substantiallysimilar”tothatonstatecontract,andthecostislessthan

statecontract.

 EnterpriserentalcarscanbeobtainedthroughUNCGParkingOperationsandCampus

AccessManagement.

 Anitemizedreceiptmustbeprovided;therentalcaragreementwillnotsufficeasa

receipt.

 No reimbursement for rental car insurance will be made  because state employees

traveling on official  state business are covered under the state’s auto insurance

program. Additional insurance information is located at rsk.uncg.edu/vehicle‐

insurance‐information‐certificates‐forms/.Rentalcarinsuranceisincludedwithinthe

categoryof“HiredandNon‐Owned”vehicles.

 Ifthetravelinvolvesanypersonaltraveltime,therentalcaramount mustbeadjusted.



PersonalVehicle



 Itistheintentofthestatethatstateemployeetravelshall beconductedinthemost

efficient manner and at the lowest and most reasonable cost to the state. With

regardstopassengervehicletravel,whetherin‐orout‐of‐state,agencytravelpolicies

shall:



Page|8



 Maximize utilization of state‐owned vehicles (agency‐owned or agency‐assigned

vehiclesownedbytheDepartmentofAdministration)

 Makeuseofstatetermcontracts for short‐term rentals(StateTermContract975B

VehicleRentalServices),and

 Reimburseforuseofpersonalvehiclesonalimitedbasis.

§5.1.26



 When state‐owned vehicles are not available, employees may  procure vehicles

throughthestate’stermcontractsorbereimbursedthroughuseofpersonalvehicles.

 Business use of personal vehicles are reimbursable based upon actual mileage.

Mileage is measured from the closer of duty station or point of departure to

destination(andreturn).

 EmployeesshallbereimbursedthebusinessstandardmileageratesetbytheInternal

RevenueService(56centspermileeffectiveApril1,2021)whenusingtheirpersonal

vehicleforstatebusiness. 

 Parkingfees,tolls,andstoragefeesarereimbursablewhentherequiredreceiptsare

obtained. Fines for traffic and parking violations are the responsibility of the state

employee.

 Ifthetravelerchoosestodriveratherthanflywhentravelingout‐of‐state,anairfare

comparison must be attached showing the mileage is the economical option. The

airfarecomparisonshouldhavethesamedaysofthetravel.

 DocumenteddrivingdistancessuchasprovidedbyGoogleDirections, MapQuest,etc.

mustbeattachedtotheFormTRV‐1formrequestingreimbursement.

 IftherearemultipledaysofmileageforasingleFormTRV‐1,theremustbeatravel

logattachedshowing:traveler’sdeparturedate;descriptionoftravel,destinationand

mileageforeachdaytraveled.

 Themileageiscalculatedfromthetraveler’sdutystationorhomewhicheverisclosest

and the returntrip.Ifany extramileageoccurs there must be written justification

submittedwiththeFormTRV‐1.

 Ifthetravelerleavesonaweekendfromtheirhome,mileageisstillcalculatedfrom

dutystationorhomewhicheverisclosest.

 Mileagefromdutystationtotheemployee’shomeisnotreimbursable.Thisincludes

employeeswhoareon“callback”status(seeStateHumanResourcesManual).

 Extramileageaccumulatedfornon‐essentialtravelisnotreimbursable.

Taxi

 Taxi,carservice,mobilephoneorderedcarservice,orairportshuttlefarestothehotel

from the airport and from the hotel to the airport will be reimbursed with a valid

receipt. Use of Public Transportation‐In lieu of using ataxi or airport shuttle, etc.

employeescanbereimbursedwithoutareceiptforupto$5eachone‐waytripeither

fromtheairporttothehotelormeetingplaceandorfromthehotel,meetingplace

totheairport.Thetravelerhastheoptionofbeingreimbursedfortheactualcostof

thetravelwiththesubmissionofanoriginalreceipt.

§5.2.26



Page|9



 Ifthetraveleris usingataxi,car service,ormobileordered carservicetogo home

fromtheairportorfromhometotheairportawrittenexplanationmustbeprovided.

 Theremustbeadateonthereceiptthatiswithinthedaterangeofthetrip.



 Theactualcostsofthesefaresarereimbursablewhenrequiredfortravelonofficial

state business. The request must be documented with a receipt. The use of public

transportationisreimbursableforactualcostswithareceipt.

§5.2.26



 Tips for taxi or car service, etc. must be no more than $5 per taxi or car service

trip.

§5.2.26



Subsistence



Astate employeemaybereimbursedformeals,includinglunches,whileonofficialstatebusiness

whentheemployeeisinovernighttravelstatus.Employeesreceiveallowancesformealsand

lodging for full days of travel.Employees and other qualified travelers also qualify for

allowances/subsistence rates when using hotel and meal facilities located in North Carolina

immediatelypriortoandreturningfromoutof state travel during the same travel period. An

explanationoftheallowancesthatcanbe claimedforeachcircumstancearedetailedbelow:



RateofAllowances

Meals In‐State Out‐of‐State

Breakfast $8.60 $8.60

Lunch 11.30 11.30

Dinner 19.50 22.20

Total $39.40 $42.10



Lodging $75.10 $88.70



24‐HourPeriod $114.50 $130.80

   (Revised7/1/19effectiveforthe2019‐21biennium.)



Twenty‐four(24)HourPeriod–FullDay

 Atwenty‐four(24)hourperiodisdefinedasthetimebetween12:01a.m.and12:00p.m.

midnight.Itissynonymouswiththecalendarday.

 To obtain reimbursement for lodging, an itemized receipt of actual expenses from a

commercial lodging establishment or an online travel site must accompany the travel

reimbursement request. The receipt must indicate check in/check out dates. 

Page|10



Reimbursement for lodging may only be made in the amount documented by lodging

receipts.

 Toqualifyforreimbursementforlodgingforovernightstays,thetraveldestinationmust

be located at least thirty‐five (35) miles from the employee’s regularly assigned duty

stationorhomewhicheverisless.

 Out‐of‐statetravelstatusbeginsthedaytheemployeeleavestheStateandremainsin

effectthroughtheday theemployeereturnstotheState.Accordingly,in‐stateallowances

andreimbursementratesapplywhenemployeesandotherqualified officialtravelersuse

hotel and  meal facilities located in North Carolina immediately prior to leaving North

Carolinaandreturningfromout‐of‐state.

 Please see Third Party Lodging section of this manual for lodging other than hotel or

motel.

LessThanATwenty‐four(24)HourPeriod–PartialDay

Allowances will be  paid for meals for partial days of travel when the partial  day is the day of

departure or the dayofreturnportion of the overnighttravel. The following table details the

requirementstoclaimsuchreimbursement.



Meal DayofDeparture DayofReturn Comments

Breakfast Leavebefore6:00

a.m.

N/A Mustextendthe

workday2hours

Lunch Leavebefore12

noon

Returnafter2:00

p.m.

Cannotbeclaimed

unlesseitherthetrip

requiresan

overnightstayorthe

costofthelunchis

partofaregistration

fee

Dinner

Leavebefore5:00

p.m.

Returnafter8:00

p.m.

Mustextendthe

workdayby3hours

 Whentravelinga partialday,thetimeofdepartureand/orreturnmustbenotedonthe

RequestforReimbursementofTravelandOtherExpenseswhenfilingforreimbursement.

 Excesslodgingauthorizationforin‐state,out‐of‐state,andout‐of‐countrytravelmustbe

obtainedinadvance.Excesslodgingmayberequestedbecausetheavailablelodging is

Page|11



more expensive than the state  allowable amount. Excess lodging authorization is not

allowed for reason of convenience or personal preference. Supervisory personnel

certifying the reimbursement request as necessary and proper must require

documentation from the traveler to substantiate that the overnight lodging was

necessary.TheStandardStateSubsistenceratecanbeadministeredtotravelthatdoes

notreceivepriorapproval.

 Thetravelmustinvolveatraveldestinationlocatedatleast35milesfromtheemployee’s

dutystationorhomewhicheverislesstoreceivereimbursement.Dutystationisdefined

as the location where the employee is regularly assigned. The  designation of an

employee’shomeasthedutystationrequirestheapprovalofthedepartmenthead.

 Thehotelreservationdatesmustbewithinonecalendardayofthepurposeoftravel.

 Thetravelreimbursementshallbefiledwithinthirty(30)daysafterthetravelperiodends

by submitting an original, itemized, paid hotel invoice along with a Form TRV‐1, and

includingalltheappropriatesignaturesauthorizingapproval.

 If the lodging receipt has someone  else’s name on it other than the one requesting

reimbursement, or if the room was shared and there are two different credit card

numbersonthefolio,theremustbeproofattachedmatchingthetraveler’srequestfor

reimbursement.

§5.3.2



 Allowancesformealsshallnotexceedthestate‐determinedrateforsubsistence.

 Theamountoftipsareincludedinthetotalofthemealallowance.

§5.2.10



 Departureandarrivaltimesmustbelistedonthereimbursementrequest.

 Mealsincludedinotherrelatedactivities,suchasregistrationfeesandconferenceagenda

mustnotbeduplicatedasasubsistencereimbursementrequest.

 An employee may be reimbursed, if requested, for breakfast even if their lodging

establishmentoffersafreecontinentalbreakfast.Receiptsarenotrequiredformealsthat

willbeclaimedatstatesubsistencerates.

§5.2.10



Meals/RegistrationFee

Registration fees may be paid by the department or the employee. When a registration fee

includesthecostofone(1)ormoremeals,itistheresponsibilityofthedepartmenttoensure

thatreimbursementsforsuchmealsarenotmadetotheemployeeinadditiontotheregistration

fee.The cost of any meals included in the registration fee must not be included in the

reimbursementclaimsforregistration.Ifaconferencehasamealthatanemployeewishesto

be reimbursed and is not included in the price of registration, a  business reason must justify

reimbursementforthatmeali.e.,roundtablemeeting/lunch,awardluncheonwherethetraveler

isgettinganaward,etc.

MealsandDay‐to‐DayActivities

Stateemployeesmaynotbereimbursedformealsinconjunctionwithacongress,conference,

assembly, convocation or meeting, or by whatever name called, of employees within a single

statedepartment,institution,university,oragency,orbetweenemployeesoftwoormorestate

Page|12



departments,institutions,  universities,oragenciestodiscussissuesrelatingtotheemployee’s

normalday‐to‐daybusinessactivities.

§5.2.8



ThirdPartyLodging



University sanctioned travel may occasionally stipulate the use of lodging in an apartment or

home rather than a hotel or motel upon documentation that per day lodging rates provide

savingstotheState.Thispolicywasdevelopedasaninternalmethodofauthorizingthirdparty

lodgingforanyonetravelingonofficialUniversitybusiness.

When requesting to use third party  lodging that exceeds State lodging rates, an appropriate

comparisonoflocalhotelsmaybesubmittedasevidenceofsavingstotheUniversity.Thirdparty

lodging agreements are not allowed among family members or where such agreements or

payments create a financial conflict  of interest to the traveling employee or other university

managers or employees. Any  requests that do not show a savings must provide sufficient

justification to support the necessity for third party lodging. Each applicant must provide a

completedPre‐ApprovalThird PartyLodgingform(TRV‐TPL)anda signed rentalagreement to

the University Controller prior to the trip before approval may be granted for payment or

reimbursement.PriortoforwardingtoAccountsPayableeachrequestmustbeapprovedbythe

DepartmentHeadortheDepartmentHead’sdesignee.



ThefollowingprovidersshouldnotbeconsideredasThirdPartyLodging:Orbitz.com,Hotel.com,

Travelocity.com,Airbnb.com,orotheruniversities.



RegistrationFees



State employees may be reimbursed for the actual amount of conference registration fees as

shownbyavalidreceiptorinvoice.Registrationfeesaretypicallychargedtoallowanemployee

toparticipateinaconference,andthefeesarecollectedtodefraythecostofspeakers,building

(room) use, handout materials, breaks and lunches. Registration fees are distinguished from

tuitionfeesandshouldbereimbursedonaFormTRV‐1.

ToursandSocialEvents

Thecostsofoptionaltours,entertainment(plays,sportingevents,etc.),andsocialactivitiesare

notreimbursableand,ifincludedintheregistrationfee,mustbesubtracted.



Page|13



SubstantiationandReimbursementofRegistrationFees

Whenrequestingpaymentofregistrationfeeseitherinadvanceorafterthetripiscompleted,a

copyofbrochures,feeschedules,conferenceagenda,orothermateriallistingtheamountand

various elements of cost included in the registration fee should be attached to the Travel

Authorization/ExpenseReport(FormTRV‐1).Torequestreimbursementforregistrationfees,a

validreceiptorinvoicemustbeprovidedwithTravelAuthorization/ExpenseReport(FormTRV‐

1).

EntertainmentReimbursements



 Entertainmentexpensesassociatedwiththetravelbeingreimbursedshouldbeonthe

FormTRV‐1andnotonaBANFIN‐32,DirectPayAuthorization.

 Atravelercanonlybereimbursedforentertainmentifheorshehastakenothersoutfor

businesspurposes.

 Anofficialstatebusinessreasonmustbestatedfortheentertainment.

 Alistofindividualswhowerepresentmustbeincludedwiththeoriginalitemizedreceipt.

 Statefundscannotbeusedforentertainment,pleasefillintheappropriatefundnumber

intheentertainmentbox.

 “Entertainment‐Fund Holder’s Initials” must be filled in by the fund holder who is

authorizedonthefundbeingchargedfortheentertainment.

 Appropriate original, itemized receipts must be attached tothe Form TRV‐1 to receive

reimbursementforentertainment.

 Formoreinformationaboutentertainmentpleasegoto:FinancePolicy8.



Non‐EmployeeTravelReimbursements



Students

Allstudentswhoareintravelstatusaresubjectto thesametravelandsubsistencepoliciesthat

applytootherUniversityemployees.Studenttravelexpensescanonlybepaidorreimbursedif

thestudentison“officialstatebusiness”thatprimarilybenefitstheuniversity.Travelfor“official

statebusiness”forstudentsisdocumentedthroughthecompletionoftheTRV‐SStudentNon‐

EmployeeTravelAgreementform.

Student employee travel expenses can be paid from state funds if the student is traveling on

behalfof theirpositionandthe positionis fundedbystatefunds.Studenttravelexpensescan

also be paid from state funds, if approved in advance by the Dean or their designee, in the

followingcircumstances:

Page|14



 Thestudenttravelisforthepurposeoffulfilling acourserequirement(coursenumber

mustbespecified),

 The student travel is for the purpose of serving as the official representative of the

Universityforanevent,

 Thestudenttravelisforthepurposeofpresentingataconference

thatprimarilybenefits

theuniversity,ratherthanthestudent.

Non‐employee student travel must be paid from the appropriate funds supporting that

purpose/activity. Travel by  students for the purpose of participating in activities of student

organizationsorathleticcontestsmustbepaidfromnon‐statefundssupportingthatparticular

organizationoractivity.

AcompletedStudent Non‐EmployeeTravel Agreement(FormTRV‐S) shouldbeapprovedin

advanceofthetravelbytheDepartmentHead/Dean/Director,andattachedtoeachTRV‐1or

BANFIN‐32 form(ifapplicable)fortravelpertaining to individual students. . The TRV‐S form

providesdocumentationthatthetravelmeetsthecriteriaof“Universitybusiness”asindicated

ontheform.Studenttravelthatdoesnotmeetthe“Universitybusiness”criteriawillbetreated

astaxableincometothestudentandreportedonIRSform1099.

Forstudentgrouptravel,ofwhichnoreimbursementisbeingmadetoanystudents,alistofthe 

participatingstudentsmustbe providedwiththeTRV‐1usedtodocumenttheexpendituresfor

thetravelevent.ThelistofstudentsshouldindicateifanyofthestudentsareclassifiedasNon

ResidentAliens(NRA)sothattheirtravelcanbeprocessedinaccordancewithIRSregulations.A

TRV‐Sformforeachindividualstudentisnotrequiredforgrouptravelinwhichstudentsarenot

beingreimbursedfortravelexpenses.Examplesofthistypeofgrouptravelinclude;athleticteam

travel,servicelearningopportunities,clubsports,andfacultyledstudyabroadtrips.

Non‐StateEmployees

Non‐stateemployeestravelingonstatebusinesswhose expensesarepaidorreimbursedbythe

State of North Carolina are subject to these regulations, including statutory subsistence

allowances,tothesameextentasarestateemployees.Travelexpensesformembersofanon‐

employee’sfamilyarenotreimbursable.Non‐employeesarenoteligiblefortraveladvances.

ProspectiveProfessionalEmployees

Department Heads or comparable supervisors are authorized to approve reimbursement of

transportation expenses of prospective professional employees for employment interviews.

Theseexpensesarelimitedto transportationandsubsistenceforthree(3)days(or5daysifone

ofthedaysisaSaturday)atthein‐staterate.

§6.4.1



Page|15



AttendantsforHandicappedEmployees

State policy does not permit the routine payment of salaries for attendants who are assisting

handicapped employees. Payment of subsistence expenses (lodging and meal costs) for

attendantsmaybereimbursedifadvanceapprovalisobtainedfromtheDepartmentHeadwhen

anattendantisneededduetoanovernightstayawayfromhomeonofficialstatebusiness.



InternalConferences



InternalConferences

Internal Conferences are those that involve participation of employees within a particular

department, institution, or agency only. No payment for meals is allowable unless overnight

travelcriteriaaremet.

CriteriaforAuthorizedInternalConferences

 Theconferenceisplannedindetailinadvance,withaformalagendaorcurriculum.

 Writteninvitationto participants, settingforththe calendarofeventsandthedetailed

scheduleofcost

 No excess travel subsistence may be granted for internal departmental meetings,

conferences, seminars, etc., and such meetings must be held in state facilities when

available.

 Noregistrationfeemaybecharged.

§7.4



 Sponsoringdepartmentsmayprovide refreshmentsfor“coffeebreaks”providedthere

aretenormoreparticipantsandcostsdonotexceedfivedollars$5.00perparticipant.



§7.4



 A department cannot use state funds to provide promotional or gift items to be

distributedattheconference.

 A department cannot use state funds to support or underwrite a rally, celebration, or

similarfunction.

 A department cannot use state funds to support or underwrite a meeting, assembly,

conference, seminar, or similar function by whatever name called that promotes any

causeorpurposeotherthanthemissionandobjectiveofthedepartment.



Page|16



ExternalConferences



ExternalConferences

External conferencesare those that involve the active participationofpersons other than the

employeesofasinglestatedepartment,institution,oragency.

Wheneverfeasible,conferencesshouldbeheldinfacilitiesownedbystatedepartments.When

necessary, non‐state facilities may be rented and the cost charged to account code 238210 –

conferenceroomrentalwithoutallocationtoparticipants’dailysubsistenceallowances.

§7.3



AuthorizedExternalConferences

Conferencessponsoredorco‐sponsoredbyastatedepartmentareconsideredauthorizedwhen

theymeetthefollowingrequirements:

 Thereareasubstantialnumberofparticipants,withatleasttwenty‐five(25%)percentof

theparticipantscomingfromoutsidethelocalarea.

 Theconferenceisplannedindetailinadvance,withaformalagendaorcurriculum.

 Thereisawritteninvitationtoparticipants, settingforththecalendarofevents,thesocial

activities,ifany,andthedetailedscheduleofcosts.

RegistrationFees

 Registrationfeesmaynotincludecostsofentertainment,alcoholicbeverages,setups,or

flowers.

 Tours, entertainment, and social activities are not reimbursable and should not be

includedinregistrationreimbursement.

 Traveler must provide an itemized, original receipt showing traveler’s name, amount,

andpaymentmethod.Acreditcardstatementonlyshowingthenameofconferenceand

amountdoesnotprovideenoughinformation.

 Registration fees exceeding thirty dollars $30 may be charged by the sponsoring

departmenttoparticipantsforcostsofexternalconferences.

 Aconferenceagenda,brochure,orothersupportingdocumentationshouldbeattached

totheFormTRV‐1toprovideinformationabouttheevent.

Meals

 Iftheconferenceinvoiceseparatesthecost of the mealfromtheregistrationamount,

themealwillnotbereimbursedandperdiemwillbeapplied.

 Ifthetravelerisrequestingreimbursementforamealinadditiontoandnotincludedin

registration,theremustbeevidencethatattendanceatthismealwasmandatory.

Page|17



RefreshmentsatAssemblies

Sponsoringdepartmentsmayproviderefreshmentsfor“breaks”providedthereareten(10)or

moreparticipantsandcostsdonotexceedfivedollars$5.00perparticipantperparticipantper

day.

§7.3



BudgetedExternalConferences

When conferences are to be held under the sponsorship of a state department in which the

funding for all participants is budgeted, lump‐sum payments to a conference center or an

organization may be made upon written authorization from the Department Head. The

authorizationmustprovide:

 Purposeanddurationoftheconference,

 Numberofpersonsexpectedtoattend,

 Specificmealstobeservedattheconference;(Paymentformealscanonlybemadewhen

such conference involves the active participation of persons other than the state

employeesandmustbenecessaryforconductingofficialStatebusiness),

 Approximatedailysubsistencecostperperson,

 Name of the conference center, hotel, caterer, or other organization providing the 

service.

Payment will be made only when sponsoring departments provide the following

documentations:

 Anitemizedinvoiceshowingtheapprovalofthedepartmenthead,and

 Alistofnamesandaffiliationsofthoseattending.

Itistheresponsibilityofthedepartmenttoensurethatreimbursementformealsincludedinthe

lump‐sum payment is not also included in reimbursement payments made  to conference

participants.



InternationalTravel



AFormTRV‐1isfilledoutwithpriorapprovalandappropriatesignaturesforanyout‐of‐country

travel,consistentwithanytravel,ifitinvolvesanovernightstay.Priorapprovalauthorizationfor

overnighttravelisdelegatedtothetraveler’ssupervisororauthorizedpersonnel.Iftheemployee

orotherqualifiedofficialtravelersusehotelandmealfacilitieslocatedoutside ofNorthCarolina,

butwithinthecontinentalUS,immediatelypriortoanduponreturningfromoutofcountrytravel

butduringthesametravelperiod,outofstate subsistence ratesshallapply.

Page|18



All foreign travel funded by contract or grant funds requires prior approval of the Office of

ContractandGrantAccounting.FederalcontractsandgrantsrequiretheuseofUSFlagcarriers

unlessotherwiseapprovedbythesponsoringagency.

Inadvanceofforeigntravel, tobetter ensurecompliancewithfederallaws,eachtraveler that

travelsinternationallyshouldrefertoUNCGExportControls.

Employees may elect to claim the subsistence rate* for meals plus incidental travel expenses

(M&IE)publishedbytheDepartmentofStateforanyforeigntravelfundedbyafederalagency

onacontractorgrantfund.Thisdecisionmustbemade priortosubmittingtheproposaltothe

fundingagencyandtheappropriatefederalperdiemrequestedintheproposedbudget.

Foreigntravelchargedtostatefundsortrustfundsmayuseeitherstateratesforsubsistenceor

thefederalperdiemdependingontheavailabilityoffundsandsubjecttothepriorapprovalof

thesupervisorandauthorizedfundholder.

Ifanemployeeelectsto claimthefederalperdiem,regardlessoffundingsource,thepublished

perdiemisthemaximumamountthatcanbereimbursed.ExcessSubsistenceforLodgingwill

notbeallowed.Areceiptoflodgingexpensesfromacommerciallodgingestablishmentmust

bepresentedforreimbursement.

IfthecurrencyisotherthanUSDaprintoutshowingthecurrencyconversionforthedatesused

mustaccompanythetraveltosubstantiatethecurrencyconversion.Documentationmayinclude

abank/currencyexchangereceiptwhichreflectstheinitialcurrencyexchangeplusadministrative

feestoarriveatthenetcurrencyexchange.OANDA.comisaweb‐sitethatcanbeutilizedto

showmatchingconvertedcurrencyamountsalongwiththeappropriatedateofdisbursement.

*International rates for meals plus incidental travel expenses (M&IE) are available on the US

DepartmentofStatewebsite.



TravelTips



FormTRV‐1TravelPreparation

 Travelplansinvolvinganovernightstayortraveladvancemustbeapprovedinadvance 

ofthetripbyhavingthetopportion(TravelAuthorization)oftheTRV‐1formfilledout

completely and signed by the traveler (left top) and Supervisor/Dean (right top).

SignaturesmustbedatedBEFOREthetrip.

 Alltravelreimbursements(TRV‐1)shouldbesubmittedtoAccountsPayablenolaterthan

30daysfromreturndateoftravel.Travelreimbursements(TRV‐1)receivedafter60days

fromdateofreturnwillbetaxedperIRSguidelines.

Page|19



 Rubberstamps,digitalstamps,oracopyofasignaturewillnotbeaccepted,allsignatures

mustbeoriginal.

 Plan ahead and allow at least seven (7) business days for travel to  be audited and

reimbursed.

 AllgrantfundedtravelmustbesenttoContractandGrantAccountingforapprovalbefore

submittedtoAccountsPayable.

 Non‐employeestudent travelrequiresa TRV‐SformalongwithaTRV‐1 form.Students

thatareemployeesdonotneedtocompleteaTRV‐Sform.

 Obtain original receipts and/or corroborating documentation, such as a credit card

statementwithidentifyinginformationforanyandallexpensesthatarebeingrequested

tobereimbursed.Pleasedonottapeoverimportantinformationonthesereceipts,such

asdates,amountsetc.asthiswillerasetheinformation.Theoriginalreceiptshouldshow

thecostofgoodsorservicesprovided;itshouldhavethetravelersnameonitorother

identifyinginformation,andshowthedateandthemethodofpayment.

 Anyincompleteinformationwilldelaythereimbursement.

Prepayments/directpaymentstovendors

 Vendorprepayments/directpaymentsforairfare,hotelandregistrationare madeinthe

middlesectionoftheFormTRV‐1form“UNCGDirectPaymentstoVendor(s)ThruA/P”.

 The PCard may be used to pay some  vendors.The list of allowable travel expenses on

PCardislocatedonthePurchasingwebsite.

 ATRV‐1shouldbeusedforthesedirectpaymentstoavendor,ratherthanaBANFIN‐32, 

sincethecompletionoftheFormTRV‐1“TravelAuthorization”sectionisalsoapplicable.

 IfthevendorisnotalreadyintheBannerSystem,pleaseobtainaW‐9fromthe vendor

andsubmitwiththeFormTRV‐1requestingpayment.

 This section must have the fund number, authorized initials, amount of payment, and

accountnumbercompleted.

 WhenpayingavendorthebottompartoftheFormTRV‐1andthebottomsignaturesare

notneeded.Thetopsignaturesandtheinitialsforthefundwillbesufficientforpayment.

 AttachanoriginalvendorinvoicetotheFormTRV‐1forpaymenttothevendor.

Revisions

 Revisionsareonlyallowedwhenafinalizedtripneedstobemodified.Forexample;ifan

additionalreceiptwasfoundafterthefinalreimbursementhadalreadybeensubmitted

andprocessed.

 AcopyoftheoriginaltravelreimbursementshouldbesubmittedtotheAccountsPayable,

marked “REVISED” in red and include all original receipts pertaining to the revised

amounts.Allrevisionsmustbeapprovedandincludeappropriateoriginalsignatures.

InternationalTravel

Page|20



 Allinternationaltravelchargedtoafundnumberthatstartswith200‐225(grantfunds)

mustbeapprovedbyContractandGrantAccountingbeforesubmittingtotheAccounts

Payable.

 Internationaltravelrequiresoriginalreceipts,consistentwithdomestictravel.

 IfthecurrencyisanythingotherthanUSD,aprintout

showingthecurrencyconversion

forthedatesusedmustaccompanythetraveltosubstantiatethecurrencyconversion.

Documentationmayincludeabank/currencyexchangereceiptwhichreflectstheinitial

currency exchange plus administrative fees to arrive at the net currency exchange.

OANDA.comisoneweb‐site that can be utilized to showmatchingconvertedcurrency

amountsalongwiththeappropriatedateofdisbursement.

 Mealre imbursementforinternationaltravelmaybereimbursedattheout‐of‐staterates

or foreign per diem rates.For out‐of‐state rates, see Subsistence Section of manual.

ForeignperdiemratescanbereviewedontheUSDepartmentoftheStatewebsite.

 Reimbursementsforcost‐incurredwhileobtaining orrenewingapassportmaybemade

to an employee who, in the regular course of his or her duties, is required to travel

overseasforofficialstatebusiness.

§5.2.30



 Employees traveling internationally on overseas flights may be reimbursed actual

businessclassfare(substantiatedbyreceipt)withpriorapprovalofthedepartmenthead.

DirectDeposit

Allemployeedirectdepositreimbursementswillbedepositedintothetraveler’sbankaccount

accordingtotheirbank’sschedule.

TipsandGratuity

Reimbursable gratuity or tips must be considered reasonable for items that are not already

coveredunderSubsistence.Excessivetipswillnotbereimbursed.Areasonabletipwouldbeone

that a  prudent person would give if traveling or conducting personal business and expending

personalfunds.



Forfurtherguidance,  the followinginformationisprovided whencalculatinga

tip:

 Airports:BaggageHandling/Skycaps=nomorethan$2perbag;

ShuttleDrivers=nomorethan$2perbag

 Parking/AutoRelated:Valets=$2percarwhencollectingthecar;

Taxiorcarservicedrivers=nomorethan$5pertaxiorcarservicetrip.

Other

The “other” line  on Form TRV‐1 is for parking fees, telephone charges, gas, and other extra

expenses.Airfare baggage fees do not belong on this line.Airfare baggage fees should be

includedintheairfaretotal.



Page|21



TravelTerms



Travel:Allactivitiesinvolvingexpensesfortransportation,subsistence,orregistration,whichare

authorizedtobepaidfromstatefundsand/ornon‐statefunds.

Duty Station: The job locationwhere employee spends the majority of working hours. For an

employeeinatravelstatusthemajorityofthetime,dutystationiseitherhomeoroffice.

StatutoryRate:TheratessetbyNorthCarolinaGeneralStatutes(G.S.)

In‐State:WithinthebordersofNorthCarolina

Out‐of‐State:AlloftheUnitedStatesexceptNorthCarolina,AlaskaandHawaii

Out‐of‐Country:OutsideofthecontinentalUnitedStates

Subsistence:Lodgingandmealswhichincludesgratuities.

StateEmployee:Anyemployee,whethertemporaryorpermanent,whoispaidonastatepayroll.

Non‐Employee:

 AconsultantwhosecompensationisnotpaidthroughtheUniversitypayrollsystem.

 An employee of another governmental jurisdiction‐local orfederal‐in whose travel the

statemayhaveabusinessinterest.

 Aprospectivestateemployee(includesUniversityfacultyorstaff).

 AnenrolledstudentatUNCG,notonPayroll,oranenrolledstudentatanotheruniversity

orcollege.



CompletingtheTRV‐1Form





General

TheTRAVELAUTHORIZATION/EXPENSEREPORT,FormTRV‐1,mustbeutilizedbyalluniversity

departments,schools,andofficestoobtainapprovaltotravelandtorequestreimbursementof

travelexpenses.

TheTRV‐1formisavailableontheFinancialServiceswebsite.

Page|22



FormTRV‐1–TravelAuthorization/ExpenseReport

TheTravelAuthorization/ExpenseReportisinitiatedbytravelersconductinguniversity‐related

business.

Iftraveladvanceloanorpaymentstovendorspriortotriparerequiredandthetripinvolvesan

overnightstay,thetravelermustcompletetheTRAVELAUTHORIZATIONsectionoftheform

andobtaintheproperapproval(s)beforethetravelistotakeplace.Retainthissignedform

untilcompletionoftravel.

Ifatraveladvanceloanand/orpaymenttovendorpriortotriparerequiredandthetrip

involvesanovernightstay,thetravelermustcompletetheTRAVELAUTHORIZATIONand

TRAVELADVANCELOAN/PAYMENTTOVENDORPRIORTOTRIPsection.Pleasenotethatsome

registrationsareduewellinadvanceofthebeginningofaconference.Acopyoftheformisto

besenttoAccountsPayableatleast10businessdayspriortotravel,or10businessdaysprior

toanyregistrationdeadline,whicheverisearlier.DonotsendtheoriginalTRV‐1formto

AccountsPayablebeforethetriphasbeencompleted.

TheREIMBURSEMENTOFEXPENSESPAIDBYTRAVELERORCHARGEDTOPCARDsectionmust

becompletedandsubmittedtoAccountsPayablewithin30daysofthereturnfromtrip.



CompletingtheTRAVELAUTHORIZATIONSection:

Allitemsmustbecompletedbythedepartmentliaisonortraveler.

Ifthetravelerisanon‐residentalien,attachNRA001formwithrequireddocumentation.Attach

FormI‐551(greencard)forLegalPermanentResident.

TRAVELER’SNAME:

Thetraveler’sname.

UNIVERSITYI.D.NUMBER:

Thetraveler’sUniversityidentificationnumber.

UNCGEMPLOYEE:

Checkyesifanemployee.

TELEPHONENUMBER:

Fillinthecontactperson’stelephonenumber.

DATEFILED:

Datetravelauthorizationisprepared.

Page|23



ADDRESS:

Ifanemployee,thetraveler’scampusaddress.Ifnotanemployee,the traveler’shomeaddress.

AREYOUASTUDENT?:

Checkapplicablebox.

CITIZENSHIPSTATUS:

Checkapplicablebox.

DESTINATION:

Thetraveler’sdestination.

DESCRIPTION:

Checktheappropriateboxforreasonfortravel.(OfficialStateBusinessoccurswhena

University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University’srequest.

AcademicCreditandStudentActivityareforstudentuseonly.)Provideabriefexplanationof

thetravel’spurpose.Ifanassociationmeetingorconventionisbeingattended,youmay

abbreviate.

ESTIMATEDCOSTOFTRIP:

Fillinestimatedcostoftripnotexceedingtheexpectedreimbursement.Useworksheeton2



pageofformforassistance.

PERIODCOVEREDBYTHISVOUCHER:

Thebeginandenddatesandtimesoftheproposedtravel.

TRAVELADVANCEDLOAN:

Thissectionneedstobecompletedonlyifthetravelerrequestsatraveladvanceloan.The

traveladvanceloanrequestedcanbenomorethantheestimatedcost,andcanbenolessthan

$100.



EnterFundnumberandadvanceloanamount.



TRAVELER’SSIGNATURE:

Thetraveler’ssignature.

SUPERVISOR’S/DEAN’SSIGNATURE(S):

Thesupervisor’s/dean’ssignatureindicatestheapprovalofthebusinesstravelandanytravel

advances,specificexceptionsrelativetolodging,theuseofapersonalcarorrentalvehicle,

airportparking,andanyotherexceptionsforvalidUniversitybusinesspurposes.SeeRequired

Authorizationsectionofthismanual.



Page|24



CompletingtheUNCGDirectPaymentstoVendor(s)ThruA/PSection:

Thissectionisusedtopayvendorsforairfare,hotel,and/orregistration.Attachtheoriginal

invoicesforpayment.

SendacopyofthepartiallycompletedformtotheController’sOfficeforprocessing.The

originalshouldbekeptinthetraveler’sofficeforcompletionattheendoftravel.

FUNDNUMBERFORPAYMENTSTOVENDORS:

Fillinsix‐digitfundtocharge.Thefundholder’sinitialsmustbebesideeachfundnumberlisted.

andsupervisor’ssignaturemustbeontheSupervisor/Dean’sSignature(s)lineinthe‘Travel

Authorization’section.

AIR:

FillinvendornameandamountofairfarepaidbytheUniversityandattachoriginalinvoice.

Selectappropriateaccountcode.

HOTEL:

FillinvendornameandamountofhotelpaidbytheUniversityandattachoriginalinvoice.

Selectappropriateaccountcode.

REGISTRATION:

FillinvendornameandamountofregistrationpaidbytheUniversityandattachoriginalinvoice

orsupportingdocumentationshowingamountoffee.Selectappropriateaccountcode.

CompletingtheREIMBURSEMENTOFEXPENSESPAIDBYTRAVELER/ORCHARGEDTOPCARD

Section:

Ontheoriginalformwhereauthorizationwasgrantedbycompletionofthe‘Travel

Authorization’section,completethetransportation,subsistence,andotheritemsinthissection

showingactualexpenses.NotethatanyitemspaidbytheUniversitypriortotravelshouldnot

beincludedinthissection.

Any‘other’expensesmusthaveareceiptoranexplanationattachedtotheTRV‐1form.The

supportingexplanationmayalsobewrittenintheboxonthereversesideoftheform.

Entertainmentexpensesclaimedmustincludewhowasentertained,itsbusinesspurpose,and

mustbesupportedbyitemizedreceipts.Entertainmentexpensesmaynotbechargedtoastate

fund(11XXXX).Ifthefundholderissomeoneotherthanthepersonauthorizingthetravel

reimbursement,thepersonauthorizedtosignforthefundbeingusedtoreimburse

entertainmentexpensesmustinitialtheapprovalarea.

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

ReconcileanyamountduetothetravelerortheUniversity.ShowamountsduetheUniversity

inparenthesesandattachacheckinthatamounttothe TRV‐1.Checksshouldbemadepayable

toUNCG.Donotsendcash.

Transportation:

Actualcostforappropriatetransportation.Attachreceiptunlesspaidpriortotripbythe

University.DonotincludeanyamountspaidbytheUniversitypriortotrip.

AIR:

Ifairfareisused,attachreceipt.Costofinsuranceisnotreimbursable.SeeTransportation

sectionofthismanualforrulesconcerningairfare.



BUS/RAIL:

Ifbus/railtransportationisused,attachreceipt.Costofinsuranceisnotreimbursable.See

Transportationsectionofthismanualforrulesconcerningbus/railtransportation.



RENTALCAR/TAXI:

Ifrentalcarisused,attachreceipt.Costofinsuranceisnotreimbursable.SeeTransportation

sectionofthismanualforrulesconcerningcarrental.



MILEAGE:

Ifpersonalvehiclewasused,enterTotalMileageinappropriateratefield.Selectonlyone

mileagerateunlessusingaTravelLog.SeeTransportationsectionofthismanualforcurrent

mileagerates.

Subsistence:

HOTEL:

Actualnumberofnightsatacommerciallodgingestablishment, roomrate(includingtax)per

day,andthetotalamount.Originalreceiptmustbeattached.

MEALS:

Thenumberofbreakfasts,lunches,anddinnersthetravelerclaims,theperdiemamountper

meal,andthetotalamount.SeeSubsistencesectionofthismanualforrulesandperdiemrates

concerningmeals.Mealscannotbeclaimedifincludedinaconferenceregistrationfee.

Other:

REGISTRATION:

Actualcostofregistrationfees.AttachreceiptunlesspaidpriortotripbytheUniversity.Donot

includeanyamountspaidbytheUniversitypriortotrip.

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

OTHER:

Attachexplanationorusebackofform.Thissectionmaybeusedforbusinesstelephonecalls,

faxes,postage,baggagetips,etc.

TOTALEXPENSESTOBEREIMBURSED:

Sumofexpensestobereimbursed.

ENTERTAINMENT:

Attachitemizedreceiptandonreversesideofreceiptlistwhowasentertainedandbusiness

purposeofentertainment.Thefundholder’sinitialsmustappearbelowthefundnumber.

LESSTRAVELADVANCELOANRECEIVED:

Entertraveladvanceloanreceived.

TOTALDUETRAVELER/UNCG:

CalculateamountduetotravelerorUNCG.Reconcileanyamountduetothetravelerorthe 

University.ShowamountsduetheUniversityinparenthesesandattachacheckinthatamount

totheTRV‐1.ChecksshouldbemadepayabletoUNCG.Donotsendcash.

TRAVELER’SSIGNATURE:

Traveler’ssignaturestatingthatexpenseslistedareaccurateandwereincurredforUniversity

business.

SUPERVISOR’S/DEAN’SSIGNATURE(S):

Signatureofsupervisoroftravelerstatingthatthereimbursementrequestisjust,necessary

andreasonableandincompliancewithUniversitypolicies.

FUNDNUMBERS:

Listfundstocharge.

FUNDHOLDERINITIALS:

Ifthefundholderissomeoneotherthanthepersonauthorizingthetravelreimbursement,

thenthoseapprovalsforanyfundslistedmustbeobtainedseparatelyunder‘FundInitials’.

AMOUNTREIMBURSED:

Fillinthetotaldollaramounttobechargedtothesix‐digitfundnumber.Thetotalofthe

‘ReimbursableAmounts’columnmustequalthetotalinthe‘TotalExpensestobeReimbursed’

box.

COMMENTS:

Addanyadditionalcomments,ifnecessary,toprocesstravelauthorization.

TRV‐1FORMCOMPLETEDBY:

Printnameandtelephonenumberofindividualcompletingtravelauthorization.

Page|27



FormTRV‐1,TravelAuthorization/ExpenseReport



FrequentlyAskedQuestions





Q.Doestravelpolicyapplytonon‐employees,suchasstudents?

A.Asper5.7oftheStateBudgetManual,“non‐stateemployeestravelingonofficialstate

businesswhoseexpensesarepaidbythestatearesubjecttotheseregulations,including

statutorysubsistenceallowances,tothesameextentasareStateemployees.”Please

rememberthatasper3.4.1oftheStateBudgetManual,TrustFundsarenotexemptfrom

budgetmanualtravelpolicies.



References





OSBMBudgetManual



NorthCarolinaGeneralStatutes

InternalRevenueService

