Travel, Transportation Modes and Transportation-Related Expenses

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1 Authority: History: Source of Authority: Related Links: Responsible Office: Travel, Transportation Modes and Transportation-Related Expenses Vice Chancellor of Business Affairs Effective June 1, 1990; updated December 1, 1990; updated November 1, 1991; updated March 10, 1994; updated January 4, 1995; updated December 19, 1995; updated February 1, 2007; updated November 20, 2008; updated July 15, 2009; updated April 30, 2010; September 29, 2010; February 1, 2016 supersedes former Administration Policy No. TRA1.13, Travel, Transportation Modes and Transportation-Related Expenses Office of State Budget and Management Appendix A Rate Table Transportation, Lodging and Meals; UBusiness; UNCW Travel Webpage; Enterprise Booking Tool Controller s Office/Travel I. Purpose Explains the university's policies and procedures regarding the selection and use of the appropriate transportation vehicle for official university travel. II. Scope Applies to all university departments or activities. III. Policy A. Authorization 1. All official university travel must be authorized prior to the beginning day of travel. Authorization of the mode of travel is to be made in the Travel Authorization section of E-Travel subject to the regulations noted in this procedure. 2. Travel by non-state employees requires a Paper Travel Authorization form. (Forms can be located at UNCW Printing Services and the Travel Office website; the link can be found above at Related Links.) 3. Non-state employees must abide by the same statutory reimbursement regulations and documentation requirements as state employees unless otherwise indicated.

2 B. Employee Responsibility An employee traveling on official university 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 unnecessary or unjustified in the performance of official university business are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience. C. Cancellation of Travel Reservations 1. If the employee's travel has been approved in advance and the cancellation or change is made at the direction of, and for the convenience of, the department, any penalties and charges resulting from the cancellation of airline reservations shall be the department's obligation. 2. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee's obligation to pay the penalties and charges. 3. 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 department may pay the penalties and charges. IV. Procedures A. Personal Vehicle 1. Reimbursement Rate for Use of Personal Vehicle a. Employees may be reimbursed at the rate shown in Appendix A (see Related Links above) for the use of their personal vehicles on official university business. b. A traveler shall be reimbursed the business standard mileage rate set by the IRS when using their personal vehicle for state business when the round trip does not exceed 75 miles. c. If the traveler chooses to use a personal vehicle and the round trip exceeds 75 miles, the traveler will be reimbursed at the lower rate (shown in Appendix A) determined by the Office of State Budget and Management (OSBM). d. The mileage rate includes all other charges incurred except tolls.

3 2. Mileage Reimbursed a. Reimbursement for costs incurred through use of a personal vehicle will be limited to actual mileage from the point of departure or duty station, whichever is closer. b. Employees may be eligible for reimbursement for prudent use of a personal vehicle during the travel period. c. Any extraordinary deviations from reasonably expected mileage should be documented separately on the Travel Reimbursement. d. Mileage reported on the Travel Reimbursement form is subject to review by the Travel Office. Therefore, department heads should scrutinize actual mileage recorded on the reimbursement prior to submittal to the Travel Office. 3. Insurance Personal vehicles used for state business are not insured under the state automobile insurance policy. Consequently, individuals using a personal vehicle on state business are responsible for any damages incurred. B. Rental Vehicles (Away from Duty Station). 1. Allowable Use of a Rental Vehicle a. A rental vehicle (to be picked up at the destination or away from the duty station) should be used only when conducting official university business. b. Employees are expected to be prudent when incurring rental vehicle expenses for university business travel. 2. Obtaining a Rental Vehicle a. Obtain rental vehicles from rental car agencies by referencing the state contract number on state contract or using the Enterprise Booking Tool in E-Travel. b. When renting a vehicle from a class that exceeds the cost of a standard vehicle on the State s Term contract, the traveler must pay the difference. c. Charge the cost of rental vehicles (to be picked up at the destination or away from the duty station) to the employee's UNCW American Express Card or UNCW Visa Travel Card.

4 d. Request reimbursement when filing the Travel Reimbursement form unless paid on UNCW Visa Travel Card. 3. Insurance a. The state automobile insurance policy provides coverage to vehicles when employees lease rental vehicles for official university travel from the contracted vehicle rental companies. b. Optional insurance coverage on rental vehicles is not a reimbursable expense.. c. Rental insurance is permitted for individuals engaged in official university business when traveling to international destinations. C. Rental Vehicles (At Duty Station) 1. Allowable Use of a Rental Vehicle a. The university allows the use of rental vehicles for official university business only. Vehicles are to be picked up in the Wilmington area from one of the rental car agencies currently on contract or delivered to campus when using Enterprise. b. Employees are expected to be prudent when incurring rental vehicle expenses for university business travel. 2. Obtaining a Rental Vehicle a. For a UNCW Employee: 1.) Reserve a vehicle by calling Enterprise at or use the online booking tool in E-Travel. Give Enterprise the travel authorization number and the fund number. Enter the rental vehicle expense in the travel authorization in E-Travel as a prepaid rental car expense. Route the prepaid expense in E-Travel for approval. Once approved the rental vehicle will be charged directly to UNCW. 2.) If using another state contracted rental car agency to obtain a rental vehicle, rental vehicle cost can be charged to the employee s American Express Card, UNCW Visa Travel Card or personal credit card. Request reimbursement when filing the travel reimbursement form unless paid on UNCW Visa Travel Card. b. For a Non-Employee: 1.) Obtain rental vehicle from rental car agencies on state contract.

5 3. Insurance 2.) Charge the cost of the rental vehicle to the non-employee s personal credit card. 3.) Request reimbursement after the trip, with departmental Budget Authority approval. a. The state automobile insurance policy provides coverage to vehicles when employees lease rental vehicles for official university travel from the contracted vehicle rental companies. b. Optional insurance coverage on rental vehicles is not a reimbursable expense. c. Rental insurance is permitted for individuals engaged in official university business when traveling to international destinations. D. Fees When Driving a State Vehicle (departmental vehicles), Personal Vehicle or Rental Vehicle 1. When a state vehicle (departmental vehicle), personal vehicle or rental vehicle is used for official university travel, parking fees, miscellaneous storage fees, and tolls are legitimate expenses and must be supported with receipts. 2. Reimbursement of airport parking expense must be supported with a receipt. Any parking rates considered excessive and only for the convenience of the traveler will not be reimbursed. An example of excessive or inappropriate parking would be the use of an airport s hourly parking lot for an overnight trip. 3. No common carrier or public transportation costs are reimbursable on a trip in which an employee uses a state vehicle (departmental vehicle), a personal vehicle or rental vehicle unless it is documented in writing that such transportation was more economical in a particular situation. E. Commuting Reimbursement may not be made for commuting between an employee s home to the duty station. F. Travel to and from the Airport at Point of Departure Reimbursements for travel between the duty station and the nearest airline terminal and for appropriate parking may be made as follows: 1. Airport Shuttle - one round trip shuttle fare; receipt required.

6 2. Taxi one round trip actual cost; receipt required. 3. Personal vehicle - Reimbursed at the mileage rate in Appendix A. 4. Mileage rate (as referenced in Appendix A) for two round trips with no terminal parking charge. 5. Mileage rate (as referenced in Appendix A) for one round trip with terminal parking charges. Receipts required for airport parking claims. G. Travel at the Destination 1. Reimbursement for expenses incurred while at the destination may be made for travel necessary to conduct business. 2. No common carrier or public transportation costs are reimbursable on a trip when reimbursement is authorized for a personal vehicle or rental vehicle unless it is documented in writing that such transportation was more economical in a particular situation. 3. Reimbursement for travel to and from the airline terminal at the employee's destination may be made as follows: a. Airport Shuttle - one round trip shuttle fare; receipt required b. Bus - one round trip bus fare; receipt required c. Taxi - actual fare to and from the airline terminal; receipt required d. Rental vehicles cost of vehicle rental; receipt required H. Taxis (Other Than Trips To and From the Airport) The actual cost of taxi fares are reimbursable when required for travel on university business. Costs must be supported by a receipt. I. Commercial Airlines 1. Ticket Purchase for an Employee a. Arrange the ticket purchase with one of the travel agencies contracted with UNCW. See the Travel website for the list of agencies. b. Air coach/tourist class must be utilized, unless exceptional circumstances require the use of first-class accommodations. Business Class can be utilized when traveling to a foreign destination. If first-class

7 accommodations are required, the Chancellor must approve a written statement of the circumstances. Attach the approved statement to the Travel Authorization. c. Enter a Prepaid Agency Airfare in E-Travel 1.) Contact contracted travel agencies or use their online booking tool in E-Travel. 2.) Once the flight has been chosen, enter the airfare cost plus the service fee and route for approvals. d. Do NOT claim the ticket purchase on the Travel Reimbursement. e. If one of the contracted travel agencies is not utilized, the airfare will be reimbursed after the trip. 2. Super Saver Airfare a. There must be a total net savings to the university in order to take advantage of the super saver program. Hotel and meal expenses for the additional day(s) must not exceed the savings to the university between the regular fare and the super saver fare. b. When a super saver fare is used that will extend for the duration of the trip, attach a super saver justification (or a statement from the supervisor with the required information) to the Travel Authorization form. Indicate the difference between the regular airfare and the super saver fare, and the total cost savings to the university. See the following example for information that should be included in the super saver justification. EXAMPLE- SUPER SAVER JUSTIFICATION Travel Authorization No. T Name: John Doe Trip: To attend workshop in Boston, Massachusetts Dates: Super Saver Regular Rate Airfare $119 $393 Lodging Meals $ day not at work place during normal workweek due to use of super saver 84 0

8 - no annual leave taken Total Cost Total Net University Savings $ 471 $ 594 $123 c. When submitting the Travel Reimbursement request, attach a revised super saver justification if there are deviations from the original super saver justification submitted with the Travel Authorization form. If the extended stay is during the normal workweek and annual leave is not taken, indicate the daily rate of the employee's pay in the documentation. (See the example above.) Waiving annual leave is at the discretion of the department head when employees are requested to stay extended days. If the extended stay is taken on the weekend, there are no special requirements regarding annual leave. 3. Flight Insurance Flight insurance is not a reimbursable expense. 4. Frequent Flier Miles Frequent flier miles earned by state employees traveling on university business and at university expense should be used to the extent possible on future university business trips. If choosing to use personal frequent flier miles for university business, the University will not reimburse for the frequent flier miles used. J. Non-Commercial Air Travel Charter flights require approval from the Vice Chancellor of Business Affairs and the Office of State Budget and Management. Contact the Travel Office regarding these procedures. K. Bus and Train Service The actual cost of coach fare for rail and bus service on university business is reimbursable, as is the actual cost of Pullman fare when overnight trips are required. Receipts are required.