Travel Services (TRA)

POLICY 10

Effective Date: 09/01/2005

Last Modified Date: 06/27/2008

General Policy on Authorization

Authorization of the mode of travel is to be made by the Chancellor, subject to the regulations stated herein.

State Cars

Use State Car If Available

When travel by automobile is determined to be feasible, a State car (including University car), if available, should be used instead of a private car.

Regulations for State Motor Pool

Procedures for obtaining and using vehicles owned by the State Central Motor Pool are set out in the Rules and Regulations of the Motor Pool published by the State; however, State Motor Pool cars are not generally used by the University.

See also: FSD Policy 23, Using University Motor Pool Cars

State-Owned Vehicles

Procedures for the use of State cars not owned by the State Central Motor Pool are established by the agencies concerned. University policies and procedures for using State cars are explained in the Material & Disbursement Services Section of this Manual. The following laws and regulations apply to all State cars:

Non-University Employees. Non-University employees may accompany University employees in State cars when they have a business interest in the travel. Students at the University may be passengers in State cars for athletics, and other activities officially sanctioned by the University, provided the proper account is reimbursed at the standard mileage cost rate by the student activity fund involved.

Reimbursement Expense. When a State-owned car (including any University car) is used for official travel, parking and storage fees, tolls, gasoline, oil, and required repairs are legitimate charges to the State and/or University, provided necessary receipts are obtained.

Travel at Destination. At the employee's destination, a State car may be used prudently for travel to obtain meals, but may not be used for private purposes or for entertainment while off-duty. No common carrier or public transportation fares are reimbursable on a trip on which an employee uses a State car, unless it is shown that such transportation was more economical in a particular situation.

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.

Use of Car for Medical Reasons

Authorization for use of a private car for medical reasons or for the University's advantage must be approved in advance.

Business Standard Mileage Rate

Effective July 1, 2008, University employees on University business may use a private car for personal convenience at $0.585 per mile of travel*, or the air coach fare, whichever is less. However, if a State car is available and the employee chooses to use his/her own vehicle, the reimbursement rate is $0.33 per mile. An employee may be reimbursed at the standard rate for the use of their personal car when the round rip does not exceed 100 miles. Subsistence expense is reimbursable only for the period required for airplane travel. Reimbursement will not be authorized for expenses that exceed the business standard mileage rate or air coach fare when any of the following conditions apply.

• Railroad, airplane, or other alternate transportation is feasible and would be more economical, considering transportation, subsistence, and salary costs;
  
  
• Members of an employee's family accompany the employee;
  
  
• Any annual leave will be taken immediately before, during, or after the business trip.

*For trips beginning before July 1, 2008, the rate is $0.505 per mile.

Expenses at Destination Site

Reimbursement for expenses incurred while at the employee's destination may be made for travel necessary to conduct the business, plus reasonable and prudent travel for meals. No common carrier or public transportation costs are reimbursable unless it is shown that such transportation was more economical in a particular situation.

See also: TRA Policy 3, Statutory Provisions and Maximum Rates

Actual Mileage

Mileage is measured from the closer of the duty station or point of departure to destination and return.

Commuting to Duty Station

Reimbursement may not be made for commuting between an employee's home and his duty station.

Parking

Parking fees, tolls, and storage fees are reimbursable. Receipts are required.

Travel to Airline Terminal

Reimbursement for travel between the employee's duty station and the nearest airline terminal and for appropriate parking may be made by using the following mode of transportation:

• Airport limousine—one round-trip fare.
  
  
• Taxi—one round-trip fare (limited to rates charged by Chapel Hill–based firms).
  
  
• Private car—two round trips each at the statutory rate with no parking charge, or one round trip with parking charges.

Reimbursement for travel to and from the airline terminal at the employee's destination may be made under the following circumstances:

• Airport limousine—one round-trip limousine fare;
  
  
• Bus, commuter train, or subway—one round-trip fare;
  
  
• Taxi—actual fare for a maximum of two round trips.

See also: TRA Policy 3, Statutory Provisions and Maximum Rates

Commercial Airline (Common Air Carrier)

Air Coach

Tickets for commercial air travel may be purchased by the traveler and claimed for reimbursement on Part II of the Travel Request. Travel by "Air Coach" must be utilized. Exceptional conditions requiring the use of "First Class" accommodations may warrant reimbursement provided a statement of the condition is approved, in writing, by the Chancellor.

International Flight Reimbursement

Employees traveling internationally on overseas flights may be reimbursed actual business class fare (substantiated by receipt) with prior approval of the department head.

Penalties Resulting from Cancellation of Reservations

Penalties and charges resulting from the cancellation of airline reservations (or other travel reservations) shall be the department's obligation 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. 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. However, in the event of accidents, serious illness, or death within the employee's immediate family, or other critical circumstance beyond the control of the employee, the department will be obligated to pay the penalties and charges. Travelers will not receive an airline ticket. A traveler must request an itinerary from the travel agent to use as a receipt when filing for reimbursement.

Traveling Early or Delaying Travel for Reduced Rates

Employees traveling by common carrier to conduct official University business, who travel to their destination earlier than necessary and/or delay their return to avail the University of reduced transportation rates, may be reimbursed subsistence, if, in the opinion of the department head, the amount saved in transportation costs due to the early and/or delayed travel is greater than the amount expended in salary and additional subsistence. Prior written approval of the department head is required.

Frequent Flyer Miles and Coupons or Certificates for Reduced Airfare

Frequent flyer miles earned by a University faculty or staff member while traveling on University business at University expense are considered to be the property of the University. Frequent flyer miles accumulated by an individual during previous University business trips should, to the extent possible, be used by the individual accumulating the frequent flyer miles when traveling on future University business trips. Each traveler is responsible for monitoring his or her use of frequent flyer miles to ensure compliance with this State regulation.

Coupons or certificates for reduced airfare, if acquired by a University faculty or staff member while traveling on University business at University expense, are considered to be the property of the University and should be used, to the extent possible, when traveling on future University business trips. Each traveler is responsible for monitoring his or her use of coupons or certificates to ensure compliance with this State regulation.

Limitations

A receipt is required for reimbursement. Flight insurance is not reimbursable. Additional charges for paper tickets, when electronic tickets are available, are not reimbursable.

Non-Commercial Air Travel

Requests for travel on non-commercial aircraft are made and approved in the same manner as transportation by other means.

Medical Foundation Aircraft

Operated on a non-profit basis to transport people and supplies for education, research, clinical services, and general services; thus to extend the skills of the Medical School and other schools and departments into the State. Invoices for travel by Medical Foundation airplanes are charged to the using department (not to the individual traveler) and paid with a Check Request.

Privately Owned Aircraft

A privately owned airplane may be used if considered a more appropriate mode of travel. Each employee using this mode of travel may claim reimbursement up to, but not greater than, the commercial air coach rate, or the private car statutory rate per mile when commercial air service is not available between the travel points. Each employee's claim for private aircraft travel reimbursement should be cross-referenced with any other employee's claim for the same trip, and all such claims should be transmitted to the Travel Services Office together.

Special Note

In each case involving the use of a privately owned airplane, an explanation should be entered on (or attached to) each Travel Request form indicating the basis of the computation of the reimbursement for the use of the privately owned airplane.

Scheduled 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.

Taxis and Limousines

Inter-City Transportation

The actual cost of taxi and limousine fares is reimbursable when required for travel on University business. Taxi fares are not reimbursable for inter-city transportation, except in emergencies when no less expensive mode of transportation is available within a reasonable period. Receipts are required when one-way trips exceed $20.00.

Intra-City Travel

Requests for reimbursement of taxi fares should identify each trip by point of origin, destination, and purpose. Taxi fares are not reimbursable for intra-city transportation, except in emergencies when no less expensive mode of transportation is available within a reasonable period.

Rental Cars

Non-Allowable Reimbursement

• No reimbursement for rental car expense will be made to anyone other than the person in whose name the car was rented.
  
  
• No reimbursement for rental car expense will be made to anyone whose lodging receipt indicates the person roomed at the same hotel in which the conference was being held.
  
  
• No reimbursement will be made without written justification to explain the benefit the University derived from the rental of a car.
  
  
• No reimbursement may be made for the use of a rental car in-state when a State car or a private car is available.

Insurance Fees

The following travel expenses related to car rentals are not reimbursable to the traveler by the University:

• Collision damage waiver (CDW)—Since the State of North Carolina is a self-insurer, this insurance coverage is not required for State employees. A traveler choosing to pay for this type of insurance will not be reimbursed by UNC. A traveler who is involved in an accident with a rental car, and in which the possibility of a collision damage claim exists, should contact Risk Management Services at 962-7360.
  Exception: CDW coverage is automatic for travel outside the United States, its possessions, and Canada. Travelers will be reimbursed for the cost of insurance coverage on cars rented in those locations.
  
  
• Personal accident insurance—Acceptance of this insurance by the traveler will result in an additional fee or surcharge and is considered personal insurance. Travelers choosing to pay for this coverage will not be reimbursed by UNC.

Discounts and State Contracts

Most car rental agencies will give the University and its employees a special discount. The State usually has a contract with one of the rental car companies and identification material for employees is available from the Office of Human Resources.

See also RMS Policy 2, Rental Vehicle Insurance

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