If completing a travel pre-approval form then you must also complete the Clery travel
Travel guidelines apply to all employees, students and non employees conducting University
* Return to Controller's Office at 300 HFR Administration Building
This form can be used for continuous travel for the same project. The reimbursements
for travel should comply with the university travel policies. This form must be resigned
at least every year if not before.
Please direct questions to the Travel Auditor, Kay Benson, in the Controller's Office
Training Session presented October 26, 2011
Complete a Travel Preapproval Form making sure that all anticipated expenses are listed
- The Travel Preapproval Form should be approved by the budget authority and traveler's
supervisor before traveling.
- Any lodging over the 200% MUST have the vice-chancellor’s or chancellor’s signature.
- Prepayments may include registration fees and air travel. Prepayment for registration
should be processed on a check request and prepayments for air travel should be processed
on a travel form, both forms should be forwarded to Kay Benson, Travel Auditor.
- Make travel arrangements early to secure the best rates for lodging and transportation.
- Plan ahead and allow at least ten business days to apply for a travel advance. Only
permanent university employees can receive travel advances. The Travel Auditor must
have an original and 2 copies of the Travel Advance documentation.
- Travel Advances will not be issued earlier than five (5) business days before departure.
- Review transportation policies affecting use of personal car, rental car and taxis.
- Because the University no longer offers state-owned motor pool vehicles, an employee
may choose whether to use the University’s term contract for rental vehicles (Enterprise)
through the University reservation system or to use a personal vehicle. The state
budget office has stated in the new policy “OSMB will not consider exceptions to this policy.” Therefore, the University does not have the
ability to vary from the state policy.
The first 100 miles or less is 53.5 cents per mile per day effective January 01, 2017.
Mileage greater than 100 miles is reimbursed at 17 cents per mile per day effective
January 01, 2017.
Here are some examples of how the reimbursement for the use of a personal vehicle will work under the new
travel rules effective January 01, 2017.
Employee A has a meeting in Chapel Hill, and will stay overnight in Chapel Hill. Employee can
rent an Enterprise vehicle through the University reservation system or use the employee’s
personal vehicle. If the employee drives the personal vehicle, the first 100 miles
traveled on day one are reimbursable at 53.5 cents (current IRS allowable rate) per
mile. The remaining 175 miles would be reimbursable at the rate of 17 cents per mile.
Employee departs Chapel Hill the next day. The first 100 miles of the return trip
are reimbursable at 53.5 cents per mile. The remaining 175 miles are reimbursable
at 17 cents per mile. Total reimbursement for mileage to Employee A equals $166.50.
Employee B has a meeting in Chapel Hill the next week. Employee B requires little sleep and
will travel to and from Chapel Hill in the same day. Employee can rent an Enterprise
vehicle through the University reservation system or use the employee’s personal vehicle.
If the employee drives the personal vehicle, the first 100 miles are reimbursable
at 53.5 cents per mile. The remaining 450 miles are reimbursable at 17 cents per
mile. Total reimbursement for mileage to Employee B equals $130.00.
- State rules override federal rules in connection with any reimbursement for federal
- Learn the basic policies which apply to state guidelines for travel so you can avoid
personal costs. Reimbursement for luxury rooms, personal services, and other expenses
will not be reimbursed.
- NO CREDIT CARD STATEMENT CAN BE USED AS PROOF OF PAYMENT ALONE. Obtain receipts for
any expense you wish to be reimbursed for except meal per diem. Meal (which includes
tip) is reimbursed as per diem only. No need keep receipts. Lunch is never reimbursed
unless there is overnight travel.
- Lodging – Hotel receipt with dates of stay. Itemized receipt with a zero balance.
- Airline/train - tickets and itineraries (receipt) at coach rate Car Rental – Rental
agreement contract showing total cost of rental with a zero balance.
Optional insurance is not reimbursable.
- Bus – must have ticket (receipt)
- Gas - Fuel receipt that shows the $ per gallon (for rental car or if gas card in state
car does not work)
- If traveling by personal car, record your total mileage for ROUND TRIP (example: 60
miles to airport and 60 miles back equals 120 miles at $.30 not 2 single trips at
- Obtain original receipts for parking, tolls, and taxis
- Baggage Charges - Must have receipt showing $ amount was for baggage expense
- We can only reimburse the person who actually paid the bill
- Room service tips, valet tips and other hotel services
- Prepare the Travel Reimbursement and submit to Travel within 30 calendar days from
the return date.
- If the travel expenses are less than the Travel Advance received, write a check payable
to Western Carolina University or bring cash to the Travel Auditor, for the difference within 30 days of the travel.
- Be sure to attach all original receipts to the reimbursement check request. If receipts
are smaller than a half page please tape the receipts to an 8 1/2 by 11 page.
If foreign currency receipts are attached please label what it is for, date it was
incurred and, submit the foreign currency converter sheet which can be found at http://www.oanda.com/currency/converter/.
- After getting all the signatures needed on the Travel Reimbursement Form, forward
the travel reimbursement and receipts to the Kay Benson, Travel Auditor.
- After processing, traveler will receive a reimbursement check for allowable expenses.