TRAVEL TRAINING

BASIC TRAVEL TOOL Travel Request Travel Request Instructions Travel Reimbursement Travel Rates Travel Policies

Travel Do’s Complete a Travel Request form when over night travel occurs or prepayment for air fare or registration is needed. Complete all highlighted areas on the request and the reimbursement form. This will prevent delays in processing time. Allow travel office at least 10 business days (2 weeks) to process and mail prepayments for the Travel Request. When completing request for prepayment of registration fees please submit paper work to be submitted with payment. When renting a car always submit an explanation why rental is needed with travel request form.

TRAVEL DO’S Use of Automobiles a. State Cars Use State Car If Available When travel by automobile is determined to be feasible, a State car (University car), if available, MUST be used instead of a private car. If a State car is available but a private car is used, the reimbursement rate is $0.30 per mile. b. Private Cars Use of Car for Official Business The University provides reimbursement for University employees at the statutory rate per mile for use of private cars on official business when a State car is not available. An employee may be reimbursed at the standard rate for the use of their personal car when the round trip does not exceed 100 miles. Private vehicle may be used for convenience instead of flying when on State business at the standard UNCP reimbursement rate at the time of travel plus subsistence expense to the maximum of the documented air-coach/tourist rate.

TRAVEL DO’S c. Business Standard Mileage Rate Effective January 1, 2014 the reimbursement rate is $0.30 per mile if a State car is available and the employee chooses to use his/her own private car. (1) If a State car is NOT available, the reimbursement rate is $ .56 per mile when using his/her private car. Motor Pool verification (dated the day before travel) of no available vehicle must be attached to the re- imbursement form. (2) An employee may be reimbursed at the standard rate for the use of their personal car when the round trip does not exceed 100 miles. d. Required Paperwork (1) For reimbursement when a state vehicle is NOT available Your VEHICLE REQUEST FORM (VRF) must be attached to your travel reimbursement indicating that a state vehicle was NOT available when submitted to the Travel Office. The VRF must dated and signed by either: Sayward Locklear of Facilities Management Larry Freeman, Director of Facilities Operations Please Note: If the VRF is not attached, the Travel Reimbursement form will be returned when employee’s vehicle is used and filing for the $.56 per mile.

TRAVEL DO’S (2) State Vehicle Reservation: Current contact and procedures for reserving a state vehicle. (3) Go to: http://www.uncp.edu/fo/how/ (4) Then go to: Reserve a Vehicle? First, make sure that your current driver's license is on file in our office. Next, call to reserve a vehicle, and then fill out a Vehicle Request Form. This form must be signed by your department head. There is a charge for use of vehicles to the employees department. Departmental account numbers must be provided on the form. Print out the form, fill it in, and return it to Facilities Operations. Read the Vehicle Use Policy. (5) Still Have Questions? Call Facilities Operations at 910.521.6233 or email at fo@uncp.edu Also contact: Sayward Locklear Walter J. Pinchbeck Maintenance Building Office Number 125 Phone Number 910-521-6167 Email: sayward.locklear@uncp.edu

TRAVEL DO’S Daily Travel Status does not require a Travel Request/Authorizations unless the travel is to another state To be eligible for meal reimbursement the following must occur. Breakfast depart duty station prior to 6:00 am. Extending your work day be 2 hours Lunch not reimbursable Dinner – depart duty station prior to 5:00 pm and return to duty station after 8:00 pm extending work day be 3 hours. *The time of departure and arrival must be on the reimbursement form and must include a destination at least 35 miles from employee’s point of departure

TRAVEL DO’S Overnight Travel Status requires a Travel Request/Authorization Form To be eligible for meal reimbursement the following must occur. Breakfast depart duty station prior to 6:00 am. Extending your work day be 2 hours Lunch - depart duty station prior to noon on day of departure - return to duty station after 2 p.m. on day of return Dinner – depart duty station prior to 5:00 pm and return to duty station after 8:00 pm extending work day be 3 hours. * The time of departure and arrival must be on the reimbursement form and must include a destination at least 35 miles from employee’s point of departure

Travel Do’s Travel should be turned in promptly after completion of travel. Policy states within 30 days of completion. Allow at least 10 business days (2 weeks) for Travel Office to return reimbursement checks after the reimbursement form has been submitted & received. All international travel must be approved by the Chancellor. When traveling internationally please supply the conversion rates for your currency (Converter).

Travel Do’s Travel policies Overnight Travel Status - Approved Travel Request/Authorization is required prior to travel. Actual (not estimated) time of departure and time of return must be on travel reimbursement form and must be a destination 35 miles or more from employee's home or duty station. Cancellations of travel reservations (air, lodging, and registration fees) if made for the convenience of the employee are the employee's expense.  These charges are the University's expense only if the employee is requested by the University to cancel the travel. Travel policies

Travel Do’s Telephone Calls must be for University business and identified as to destination (person or company) and purpose of call(s) on Travel Reimbursement form except as permitted under Controller's Office Policy CO 10 98. An employee who is in travel status for two or more consecutive nights in a week is allowed one personal, long-distance telephone call for each two nights for which reimbursement to the employee may not exceed $3 for each in-State call or $5 for each out-of-state call (receipt required). Baggage Tips - limited to $3 per occurrence; reimbursement over $3 per occurrence must be accompanied by a receipt. Travel policies

TRAVEL CHECK LIST Complete Travel Request Form Call Safe Harbors Business Travel for airfare booking and other accommodations at 800-643-5992 or 910-660-0869. Linda Vazquez is the primary representative and she can be also be reached at lvazquez@safeharbors.com Or you may contact Charmaine Scott at cscott@safeharbors.com Attach completed registration form Submit to travel office for prepayment (if requested) Complete Travel reimbursement upon return (submitted within 30 days) Attach receipts Obtain proper signatures Allow ten business days to process (2 weeks)

Common Mistakes Missing Fund/Org Number Missing All Required Signatures Missing Departure & Arrival Times Missing Purpose of Trip/Comments

NOTES Please provide a copy of your reimbursement form to be returned with your check. Registration over $75 will be mailed to the vendor if prepayment is requested (please provide a completed copy of the registration form to send to the vendor). Please highlight any special instructions on forms. Travel checks are mailed everyday for prepayments of registration, etc. unless the University is closed for a holiday. Direct Deposit for reimbursements will be processed everyday, unless the University is closed for a holiday.

TRAVEL LINKS Rental of Vehicles While on State Business CO 05 94a Telephone Use CO 10 98 Travel Advance and/or Prepayments (Including Airline Tickets) CO 01 92 Travel Agent CO 03 93 Travel Rate Table: Transportation, Lodging, and Meals CO 02 92a Travel Regulations Mandated by OSB&M CO 05 94 Travel Request/Authorization Instructions CO 02 92

Travel Training Short Quiz 1.) Who should approve out-of-state travel? a. Financial Manager b. Dean c. Vice Chancellor d. All of the Above 2.) Does the travel request/authorization form have to be approved and have all required signatures before travel accommodations are made? a. yes b. no 3.) How much does a registration fee have to be before the University will prepay? a. 25 b. 50 c. 75 d. 100 4.) Travel Advances can be given: a. in any situation b. if a traveler has applied for and been denied an American Express Card c. has an American Express Card 5.) Can the University prepay lodging by an invoice? b. No

Travel Training Short Quiz Con’t 6.) Travel request/authorization forms should be submitted: a. 5 business days (1 week) before travel occur b. with the reimbursement form 30 days after travel has occurred c. at least 10 business days (2 weeks) before travel occur d. none of the above 7.) Travel reimbursement forms must be received within a. 10 business days (2 weeks) before travel occur b. 60 days after travel has occurred c. 30 days after travel has occurred 8.)Receipts are required for everything, except a. parking b. meals c. lodging 9.) The common mistake(s) on travel request and reimbursement forms are: a. no fund/org number b. missing signatures c. no departure and arrival times d. All of the Above 10.)Travel Checks are mailed out on : a. Monday and Wednesday b. Tuesday and Thursday c. Everyday

If you have any questions please contact Kasey Lowry at extension 5739 or by email at Kasey.lowry@uncp.edu or Travel@uncp.edu