Travel

 

If completing a travel pre-approval form then you must also complete the Clery travel worksheet.
Travel guidelines apply to all employees, students and non employees conducting University business.

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 at 227-3104

Training Session presented October 26, 2011

Guidelines

  • Complete a Travel Preapproval Form making sure that all anticipated expenses are listed before traveling.
  • 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 grant funds.
  • 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 .555)
  • 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.
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