THE UNIVERSITY OF NORTH CAROLINA
||The University of North Carolina at Chapel Hill|
||CB# 1000, 300 South Building|
|Chapel Hill, NC 27599-1000|
|(919) 962-3798 Fax: (919) 962-0647|
July 30, 1999
|To:||Deans, Directors, and Department Chairs|
|From:||James R. Ramsey|
|Vice Chancellor for Finance and Administration|
|Re:||Integrated Travel Program Update|
My memorandum to you dated May 3, 1999 addressed the Universityís integrated travel program and included information on authorized agencies, the business travel card, and on-line processes for central air billing and travel reimbursements. In my memorandum, I indicated that additional information would be provided over the summer concerning the authorized agencies and the timing of the ending of service fee reimbursements and travel advances.
formal bid proposal in April 1999, the agencies noted below were selected
to provide business travel services to the University. Contracts with these
agencies are effective on August 1, 1999. These
agencies offer free ticket delivery to campus, data accumulation, central
airline billing, and other benefits to travelers. You may view agency profiles
and phone numbers on the Travel Management homepage at http://www.ais.unc.edu/msd/travel/.
|AAA Travel Agency, Durham||Small World Travel, Chapel Hill|
|Carlson Wagonlit, Cary||Travel Associates, Carrboro|
|Circle Travel, Chapel Hill||Ultramar Travel, Carrboro|
|Cole Travel, Chapel Hill||Viking Travel, Chapel Hill|
|ITG Travel, Raleigh||Worldwide Business Travel, Chapel Hill|
|Prestige Travel, Raleigh|
Service Fee Reimbursements
As noted above, the University has contracted with a group of authorized agencies for travel services. These agencies have agreed not to charge service fees. Use of the authorized agencies is strongly encouraged. Should a traveler elect to use another travel agency, any service fee charges will be the responsibility of the traveler and will not be reimbursed by the University effective September 1, 1999.
The University has historically provided cash advances to cover travel expenses incurred by faculty and staff. Although this process does have some benefits, there are also costs associated with it. Staff resources are used to issue and collect the advances as well as to reconcile advances to actual travel expenses. University funds are tied up to provide a source for the cash advances, and investment earnings on those funds are lost.
With the availability of business travel cards and the planned implementation of the Central Airfare Billing System, sound business practice dictates the discontinuance of University travel advances. Also, recently revised State travel policies and regulations indicate that employees who have been issued credit cards (business travel cards) should not be issued travel advances unless there is substantial justification. Therefore, travel advances will no longer be issued by the University except for student or foreign travel. The timing of this travel advance policy change is discussed below. Travel advances have been made for airfare, registration fees, and per diem and other travel expenses. These travel expenses can now be paid without the use of personal funds or expense to the traveler. The alternative processes to pay travel expenses are described below.
The Central Airfare Billing System (CABS) will allow authorized agencies to bill airline tickets directly to the University. Programming and other efforts on CABS will be completed by September 1999. With the availability of the authorized agencies and CABS, travel advances for airfare will be discontinued effective October 1, 1999.
Registration Fees, Per Diem, and Other Travel Expenses
Faculty and staff may use their business travel card to pay per diem and other expenses directly, or may use the card to make ATM cash withdrawals to cover these expenses. One cash withdrawal can be made for every 3 days in travel status. A maximum of $250 per day and $500 per week may be withdrawn. The Dinerís Club fee of $6 and the bank fee, if applicable, of approximately $1.50 will be reimbursed to the traveler as an Other Travel Expense. A receipt is not required to document this expense. With the availability of the business travel card, travel advances for registration fees, per diem, and other travel expenses will be discontinued effective October 1, 1999. For faculty and staff who have not yet enrolled, an enrollment form with routing information for the Dinerís Club business travel card is on the Travel Accounting homepage at: http://www.unc.edu/depts/finance/travel/. Enrollment forms normally take 2 to 3 weeks to process. If a business travel card is needed immediately, the process can be expedited by completing the enrollment form and contacting Pat Tayloe at 962-0210 or Phil Easler at 962-1678 in Travel Accounting.
Alternative methods available for payment of registration fees may depend on time requirements and personal preference:
- The traveler may submit a Travel Authorization form to pay the registration fee in advance. A University check will be issued, and the FRS account indicated on the Travel Authorization will be charged at that time.
- The traveler may use his or her business travel card to charge the expense or make an ATM cash withdrawal to pay directly. Reimbursement will be made after the trip.
A summary of the changes regarding payment of travel expenses follows:
|Per diem and other expenses||
The Universityís travel practices provide options so that a faculty or staff member is not required to use personal funds to pay bills for business travel expenses. Some travelers may elect to use a personal credit card or other personal payment options and receive reimbursement for those expenses after the trip is completed, but that is not a required component of the integrated travel program.
It is recognized that an essential component of the program is timely reimbursement of travel expenses. Even though the Dinerís Club business travel card provides 60 days for the traveler to pay his or her credit card bill, reimbursement by Travel Accounting must occur in a timely manner. The discontinuance of travel advances will allow staff resources to be redirected to the processing of travel reimbursements on a timely basis (i.e. within 3 weeks of receipt in Travel Accounting). Your continued assistance in providing the approved and documented travel reimbursement forms to Travel Accounting on a timely basis after the completion of the trip is appreciated.
Campus-wide information sessions regarding the Diners
Club business travel card program and the Central Airfare Billing System
are being scheduled. Specific information on the location and dates will
|Diners Club Travel Card||Janet Ticeemail@example.com||962-3335|
|Central Airfare Billing System||Pat Tayloefirstname.lastname@example.org||962-0210|
Should you or your staff have any questions regarding
the integrated travel program, please contact one of the following individuals.
|Janet Tice (email: email@example.com)||Travel Management||962-3335|
|Martha Pendergrass||Accounts Payable||962-0213|
|Dennis Press||Controllerís Office||962-7007|
Your support of a more efficient and effective travel process at the University is appreciated. Thank you.