For   detailed   information   click   on: http://www.uncw.edu/travel/index.html
All   travel   must   be   entered   into   uBusiness   before   travel   date.
Travel   must   be   approved   prior   to   departure: https://busaff.uncw.edu/ubusiness/index.cfm
For   travel   account   codes   click   on:
Travel  ‐  to   include   in   proposal   budget
Airline/train   (including   baggage   fees)   (need   receipt   and   boarding   passes)
Car   Rental  ‐
Taxi  ‐  to   and   from   airport  ‐  need   receipts
Airporting   parking   (from   home   airport  ‐  need   receipt)
Hotel  ‐  see   per   diem   link   for   allowable   hotel   rates.
Registration  ‐  must   have   agenda   and   receipt
Per   Diem  ‐  at   going   rate   based   on   North   Carolina's   travel   allowances http://www.uncw.edu/policies/documents/AppendixATravelPolicies.pdf
For   per   diem   policy,   click: http://www.uncw.edu/policies/documents/05 ‐ 180TravelLodgingandMeals.pdf
Obtain   receipts   for   any   expense   you   wish   to   be   reimbursed   for   (except   meal   per   diem)
Lodging   –   Itemized   receipt   with   a   zero   balance.
Airline/train  ‐  tickets   and   itineraries   (receipt)   at   coach   rate   if   not   purchased   from   our   contracted   travel   agencies.
Car   Rental   –   Rental   agreement   contract   showing   total   cost   of   rental   with   a   zero   balance.
Optional   insurance   is   not   reimbursable.
Should   be   from   a   state   contracted   vendor.
Bus   –   must   have   ticket   (receipt).
Gas  ‐  Fuel   receipt   that   shows   the   $   per   gallon.

Obtain   original   receipts   for   parking,   tolls,   and   taxis.
Meals   –   If   business   meals   for   a   group   you   will   need   an   itemized   meal   receipt.
Baggage   Charges  ‐  Must   have   receipt   showing   $   amount   was   for   baggage   expnese.
If   traveling   by   personal   car,   record   your   mileage.
We   can   only   reimburse   the   person   who   actually   paid   the   bill.
Registration   –   must   bring   back   an   agenda   from   the   conference.
Expenses   that   are   not   reimbursable.
Room   Service   tips,   valet   tips,   or   other   hotel   services
Laundry   services
Snack   between   meals
Tours   or   other   social   activities
Flight   insurance   or   personal   accident   car   insurance
Additional   expenses   of   a   personal   nature
Movies   charged   to   hotel   bills
Expenses   for   children,   spouses,   and   companions   while   on   travel   status.
For   detailed   information   click   on: http://www.uncw.edu/travel/employees/procedures.html
All   travel   must   be   entered   into   uBusiness   before   travel   date.
Travel   must   be   approved   prior   to   departure: https://busaff.uncw.edu/ubusiness/index.cfm
Online   tutorials   are   available   in   e ‐ Travel   system.
You   will   use   your   regular   UNCW   login   and   password   to   access   uBusiness   for   E ‐ Travel   system.
For   contracts   and   grants,   you   MUST   include   grant   related   purpose   of   travel   in   the   "Click   to   Add   A   Note"   button   PRIOR   TO routing   for   approvals.
By   entering   this   information   at   the   start   of   the   travel   approvals   process,   fewer   questions   may   be   asked and   travel   request   will   be   approved   more   quickly.

UNCW   Travel   website:    http://www.uncw.edu/ba/finance/Travel/index.html
Receipts   in   foreign   currency   must   be   converted   to   US   dollars   using   www.oanda.comconverter/classic    and   proof   of   conversion   is   attached.
Please   check   your   award   document   for   federal   regulations   such   as   the   Fly   America   Act.
http://www.tvlon.com/resources/FlyAct.html
Types   of   Travelers: http://www.uncw.edu/ba/finance/Travel/types_travelers.html

Travel   Guidelines: http://www.uncw.edu/ba/finance/Travel/guidelines.html
Services: http://www.uncw.edu/ba/finance/Travel/services.html
Resources: http://www.uncw.edu/ba/finance/Travel/resources.html
Forms: http://www.uncw.edu/ba/finance/Travel/forms.html
About   the   Travel   department: http://www.uncw.edu/ba/finance/Travel/about_us.html
For   Specific   information   on   documentation   needed   for   Travel reimbursement   please   go   to:    http://www.uncw.edu/ba/finance/Travel/resources.html
Once   on   website,   please   click   on   "Travel   Documentation   Standards"
THE   INS   AND   OUTS   OF   TRAVEL
Receipts   (lodging,   transportation,   registration,   etc.)
Travel   Documentation   Standards
All   small   receipts   or   documents   must   be   taped   onto   an   8   1/2   x   11   sheet   of   white   paper.
Any   exceptions   or   unusual   activity   requires   explanation.
Check   or   reimbursement   request   must   answer   the   following   questions.

1.
Who   is   the   traveler?
2.
What   is   the   purpose   of   the   travel?
3.
When   is   the   travel   happening?
4.
Where   is   the   person   traveling?
5.
How   is   the   person   traveling?
Foreign   travel   (including   Hawaii   and   Alaska)
1.
Vice   Chancellor   or   Senior   Officer   approval   required   before traveling.
2.
City   and   Country   fields   must   be   completed.
3.
FX   Converter   web   site   for   converting   foreign   currency   to   US   dollar   www.oanda.com/converter/classic
Blanket   Travel
One   blanket   authorization   for   each   university   employee   only
One   blanket   authorization   for   each   university   department   only.
Blankets   can   not   be   used   for   any   expenses   that   are   being   paid   by   grants.
Agency   airfare   can   not   be   processed   on   a   blanket   travel.
Select   Final   on   check   request   if   no   other   expenses   will   be   processed   for   trip
Meal   Reimbursement
Breakfast  ‐  must   depart   before   6:00   am   ($8.20)
Lunch  ‐   must   depart   before   10:00   am   ($10.70)
No   lunch   on   one   day   trips.
Dinner  ‐  must   depart   before   5:00pm   or   return   after   8:00pm    ($18.40
in   state,   $20.90
out   of   state)
Personal   Vehicle   Reimbursement/   Motor   Fleet
Reimbursement   rate   of   .56.5
per   mile   with   justification   of   non ‐ availability   of   motor   fleet   vehicle   or round   trip   less   than   100   miles.
Reimbursement   rate   of   .30
per   mile   without   justification   of   non ‐ availability   of   motor   fleet   vehicle.
Questions   regarding   motor   fleet   contact   ext.
23591
Checks   are   printed   every   Wednesday
Request   must   be   received   by   Friday,   10:45   a.m.
for   the   check   to   be   issued   the   following   Friday.
All   checks   will   be   mailed   to   your   department   or   if   you   are   an   employee   they   will   be   direct   deposited.

In   order   for   the   travel   office   to   meet   these   deadlines please   provide   written   explanation   for   any   extenuating/unusual   circumstances   and   ensure   all   small   receipts   are   taped   to   full   white   page.
E ‐ Travel   training   is   offered   by   online   tutorials.
Participant   travel   has   same   rules   as   UNCW   travel   regarding   payment,   per   diem,   etc.
PARTICIPANT   TRAVEL   account   codes   are   only   to   be   used   with   NON ‐ UNCW   employees.
For   contracts   and   grants,   these   account   codes   must   be   used   for   all   participant   travel.
Acount   Codes:
925145
925146
925147
925148
925149
C&G
C&G
Participant
Participant ‐
Air   Transportation
Other   Transportation
C&G   Participant   Lodging
C&G   Participant   Meals
C&G   Participant   Other   Exp