UNC GENERAL ADMINISTRATION

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UNC GENERAL ADMINISTRATION

• Travel
• Training Session

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TRAINING OUTLINE

• Travel Authorization
• Travel Reimbursement

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LETS GO !
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IS YOUR TRAVEL AUTHORIZED ?

• TRAVEL AUTHORIZATION FORM
• Pre-approval is required (i.e. prepared /
  approved / filed in Accounting before the trip
  occurs). Allow 4-5 business days to obtain
  required approvals.
• Required if EITHER of these conditions are met
  (employee or non-employee)
• Overnight must be 35 miles from duty station
  (vicinity) or home to obtain lodging, whichever
  is less
• Out-of-State Travel

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TRAVEL AUTHORIZATION FORM(Step 1 Complete
yellow shaded areas)
FRS Account
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TRAVEL AUTHORIZATION FORM(Step 2 Obtain
required approvals in ADVANCE)
Provide rates for registration fee lodging
Supervisors approval
In State Travel Ken Craig Out State Travel
Rob Nelson
Use this section for clarifying information,
additional hotel rates, etc.
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Travel Expense Reimbursement Form

• Mileage reimbursement Closer of duty station or
  point of departure to destination (and return)
• State Vehicle Not Available Certification Form
  required for mileage reimbursement at 0.55 if
  roundtrip exceeds 100 miles
• Arrival/departure times required, determines
  eligibility for meal reimbursement.
• Receipts required
• Airfare, Lodging, Taxi, Parking, Rental Car,
  Gas Purchase for Rental Car
• File within 30 days of return

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TRAVEL REIMBURSEMENT RATES per OSBM - actual, up
to

• In State Out of State
• 7.50 Breakfast 7.50
• 9.75 Lunch 9.75
• 16.75 Dinner 19.00
• 63.75 Lodging 75.50
• .55 IRS Mileage Allow. .55
• If State Vehicle Not Available Certification
  Form is attached to Travel Reimbursement Form for
  trips greater than 100 miles
• .55 If roundtrip does not exceed 100 miles
  .55
• .33 Convenience Allow. .33
• If you choose to drive your personal vehicle
  when state vehicle is available and roundtrip
  exceeds 100 miles

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Reimbursement for Meals During Daily Travel
Status (No overnight stay)

• Breakfast (morning) depart duty station prior
  to 600 a.m. and extend the workday by 2 hours
• Dinner (evening) return to duty station after
  800 p.m. and extend the workday by 3 hours

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Reimbursement for Meals During Overnight Travel
Status

• Breakfast depart duty station prior to 600
  a.m. and extend the workday by 2 hours
• Lunch depart duty station prior to Noon (day of
  departure) or return to duty station after 200
  p.m (day of return)
• Dinner depart duty station prior to 500 p.m.
  (day of departure) or return to duty station
  after 800 p.m. (day of return) and extend the
  workday by 3 hours

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TRAVEL REIMBURSEMENT FORM(Step 1 Complete
shaded areas)
Travelers Signature / Certification
Approval Program Division Head
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TRAVEL REIMBURSEMENT FORM(Step 2 Complete
travel itinerary and detail expenses)
Arrival Departure times required to determine
eligibility for meal reimbursement
Notes 1. Deduct meals included with conference
registration fees 2. Need original receipts for
hotel expense
Original receipts required for parking, rental
car, rental car gas reimbursement
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Travel Expenditure Object Codes
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TRAVEL FORMS

• TRAVEL AUTHORIZATION FORM
• TRAVEL REIMBURSEMENT FORM
• Located on UNC GA Active Directory
• Public/Forms/Accounting/Travel

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TRAVEL RELATED QUESTIONS

• OSBM Web Site for State Budget Manual
• http//www.state.nc/osbm/pubs.html
• Section 5 Travel Policies Regulations
• UNC GA Policies Procedures Manual
• UNC GA Web Site
• Divisions/Finance/Reports
• UNC GA Accounting Office
• Angela Glaspie
• 962-4241
• ang_at_northcarolina.edu