Travel Services (TRA)
POLICY 11
Effective Date: 12/01/2000
Last Modified Date: 01/03/2005
Tips
Tips for handling baggage at common carrier terminals and tips for the handling of baggage when arriving at or departing from the place of lodging are allowed and must be itemized under "Other Expenses" on Part II of the Travel Request form. These tips are not counted toward the authorized subsistence maximums.
Reasonable gratuities paid in connection with taxi and limousine service should be included in the cost of such services.
Tips for room service, valet, and other hotel services are not reimbursable.
Personal Expenses
The costs of laundry, entertainment, alcoholic beverages, "set-ups", between-meal snacks or other refreshments, and other personal expenses are not reimbursable.
Telephone Calls
Long Distance
Employees are not allowed to charge long distance phone calls made of a personal nature except as noted below. All long-distance calls which are to be paid by the University are those made pursuant to the employee's conducting official University business.
Reimbursement
Official phone calls are reimbursable under "Other Expenses." Individual calls over $3.00 must be identified as to point of origin and destination.
Allowable Personal Calls
An employee who is in travel status for two or more consecutive days in a week is allowed one personal long-distance telephone call for each two days, for which reimbursement to the employee may not exceed $3.00 for each in-state call or $5.00 for each out-of-state call. (For example, if the employee leaves on a Monday and returns on Wednesday, then one call can be reimbursed. If the employee were to be gone until Friday, then two calls could be made.)
Emergency Calls
Employees may use the state network system or state credit card, or may be reimbursed, for a personal long distance call(s) if such call(s) is of an emergency nature as determined by the department. An example may be a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans due to unforeseen reasons.
Computer Hook-Ups
Employees traveling on official University business needing to transmit and/or receive data via their computers should use the most efficient manner available, including services available through the State's Information Technology Services (ITS) access.
Passports
Reimbursement for costs incurred in obtaining or renewing a passport may be made to an employee who, in the regular course of his duties, is required to travel overseas in the furtherance of official University business. Passport expenses are chargeable to the same fund that supports the employee trip. Prior written approval from the department head is required for reimbursement.
Immunizations
Immunizations required for foreign business travel are reimbursable with a paid receipt. Immunizations administered by the UNC Employee Occupational Health Clinic will be billed directly to the department account. Call 966-9119 for more information.
Additional Information
See also TRA Policy 3, Statutory Provision and Maximum Rates.
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