The University’s Travel Policies and Procedures Manual is based on Section 5 of The State Budget Manual, 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 designed to comply with the provisions of G.S. 138-5, 138-6, and 138-7.
9.01.02 Responsibility of Traveler
An employee traveling on official 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, circuitous routes, delays or luxury accommodations, and services that are unnecessary or unjustified are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience. Each traveler is responsible for his/her own expenses (both employees and non-employees). The University should not be billed for an individual’s travel-related expenses.
9.01.03 Ride Sharing
It is the policy of the University to limit the number of vehicles for which mileage expense is to be incurred by the University to the minimum necessary to transport multiple business travelers to a common destination with reasonable regard for safety, comfort, and efficiency.
The precise number of vehicles that can be justified will vary according to type of vehicle available (e.g. van, sedan, station wagon); number of travelers; distance to be traveled; vicinity travel required at the destination; compatibility of travelers’ departure and return schedules; and other pertinent variables. However, both the traveler and those who authorize the travel bear responsibility for assuring that the number of vehicles used and the consequent expenses incurred reflect observance of the University policy stated above.
When multiple passengers undertake approved business travel in a private vehicle, only one may claim reimbursement for mileage.
9.01.04 Penalties and Charges Resulting from Cancellations
Penalties and charges resulting from the cancellation of travel reservations (including airline or hotel reservations and conference registration) shall be the University’s obligation if the employee’s travel has been approved in advance and the cancellation or change is made at the direction of and/or for the convenience of the University. If the cancellation or change is made for the personal benefit of the employee, it will be the employee’s obligation to pay the penalties and charges. However, in the event of accidents, serious illness, or death within the employee’s immediate family or other critical circumstances beyond the control of the employee, the University may pay the penalties and charges.
9.01.05 Travel by State Officials Involving Political Functions or Meetings
State funds may not be used to pay travel and/or subsistence costs which are entirely related to an individual’s attendance at a political function or meeting. If the travel and/or subsistence costs are related to official State business and partly related to the individual’s attendance at a political function or meeting, then State funds may be used to pay up to one-half of the travel and/or subsistence cost of the trip. If a state-owned vehicle is used, the reimbursement rate to the state will be the motor pool rate.
9.01.06 Controller’s Office – Travel Audit Section
The Controller’s Office is responsible for administering the University’s Travel Policies and Procedures. The Travel Auditor reviews travel authorizations and reimbursement requests for completeness and conformance to the University travel regulations; prepares input documents for travel advances and reimbursements; maintains subsidiary records of travel advances; and prepares travel deposits for the Cashiers’ Office.
The Travel Auditor is located in Room 323A H. F. Robinson Administration Building.
9.01.07 Forms
All forms for travel are available from the Print Shop and are on the Controller’s website at http://admfin.wcu.edu/control/template.htm.
9.01.08 Assistance
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 questions to the Travel Auditor, Ext. 3104.