THE UNIVERSITY OF NORTH CAROLINA
AT
CHAPEL HILL

 

To:	Deans, Directors, and Department Chairs
From:	Dennis Press, University Controller
Re:	Travel Policy Changes

 

The Office of State Budget and Management recently provided an updated version of the State Budget Manual. The section of the manual pertaining to travel policies and regulations was updated and includes changes enacted by the General Assembly in its 1998 Short Session. The travel section of the University’s Business Manual is being updated to reflect the changes in State policies and regulations. However, it is important that I convey certain changes to you at this time. The changes were effective January 1, 1999.

1. Increase in Lodging Rate

The per diem rate for lodging was increased by $10. The following per diem rates are in effect:

In-State Out-of-State

Breakfast $6 $6

Lunch 8 8

Dinner 14 16

Lodging (actual expense up to) 53 63

Total $81 $93

The per diem rate for lodging does not include taxes. That is, the payment of sales tax, lodging tax, local tax, or service fees applied to the cost of lodging are paid in addition to the lodging rate and are reimbursed as a lodging expense.

2. Change in Registration Fee Limitation

Registration fees are no longer limited to $30. The actual amount of registration fees, supported by a valid receipt or invoice, can be reimbursed.

3. Change in Meal Reimbursements on Partial Days of Travel

Meals are sometimes reimbursable on the day of departure or day of return depending on the departure or arrival time. The necessary hours of departure and return to claim meal reimbursements have changed and are as follows:

Breakfast Lunch Dinner

Trip with Overnight Stay

Day of Departure depart prior to 7 AM depart prior to Noon depart prior to 5 PM

Day of Return reimbursable return after 2 PM return after 8 PM

Trip without Overnight Stay depart prior to 7 AM not reimbursable return after 8 PM

Mileage Reimbursement Rate for Use of Personal Vehicle

The mileage reimbursement rate for use of a personal vehicle remains at 32.5 cents per mile. However, the reimbursement rate of 32.5 cents can now be used even if a state-owned vehicle is available. Previously, the lower motor pool mileage reimbursement rate was used if the trip exceeded 60 miles and a state-owned vehicle was available.

5. Airport Parking

Receipts are still required for reimbursement of airport parking, but reimbursement is no longer limited to ninety-six (96) hours of parking. If a personal vehicle is used for travel to the airport, two round trips can be claimed if there is no parking charge. One round trip can be claimed if there is a parking charge.

6. Telephone Calls

A faculty or staff member who is in travel status for two or more consecutive days in a week is allowed reimbursement of one personal long distance telephone call for each two days of travel. Reimbursement may not exceed $3 for each in-state call or $5 for each out-of-state call. Previously, one personal call per week was reimbursable.