THE UNIVERSITY OF NORTH CAROLINA

AT

CHAPEL HILL

        My memorandum to you dated May 3, 1999 addressed the University’s 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.

        Following the 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

            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.

        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 Diner’s 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 Diner’s 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:
 

Travel Expense	Payment Options
Airfare	Central airfare billing system through authorized agencies Business travel card with reimbursement after the trip is completed
Registration fees	Travel Authorization form with direct charge to FRS account indicated Business travel card with reimbursement after the trip is completed
Per diem and other expenses	Business travel card with reimbursement after the trip is completed ATM advance using business travel card with reimbursement after the trip is completed

 

        The University’s 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 Diner’s 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 be provided.
 

Topic	Contact	Email	Phone
Diners Club Travel Card	Janet Tice	travel@unc.edu	962-3335
Central Airfare Billing System	Pat Tayloe	pat_tayloe@unc.edu	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: travel@unc.edu)	Travel Management	962-3335
Martha Pendergrass	Accounts Payable	962-0213
Dennis Press	Controller’s Office	962-7007

        Your support of a more efficient and effective travel process at the University is appreciated. Thank you.