Travel Notes

Per Diem

Before July 1, 2007

After July 1, 2007

Verify that per diem claimed is appropriate with departure and arrival times on travel days. For example if the traveler departs at 4:00 p.m., only dinner can be claimed for that day. A traveler must leave before 6:00 a.m. to claim breakfast and return after 8:00 p.m. to claim dinner.

No lunch can be claimed without an overnight stay.

Different per diems can be claimed for foreign travel. In most all cases, these amounts are more than the domestic per diems above. Go to the following website for a listing of per diems allowable for other countries: http://www.state.gov/m/a/als/prdm/ . Then click on the appropriate year of the travel under “Foreign Per Diem Rates”. Then select the month.

Other

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. If a state car is unavailable or not feasible, travel by private car is reimbursable at 50.5 cents per mile if the travel occurs before July. 1, 2008 and 58.5 cents per mile on or after July 1, 2008.  University travelers are obligated to use a State car when the round trip exceeds 100 miles. The reimbursement rate is 33 cents per mile when an individual uses a personal car when a state car is available for trips that begin on or after July 1, 2008 and 25 cents per mile for trips that begin before July 1, 2008.  Please remember that State vehicles would not only be the cars we have here at the Dental School, but Motor Pool vehicles also.

The use of a rental car is only reimbursable if written justification accompanies the reimbursement. The justification must explain the distinct benefits the University derived from the rental of a car. No reimbursement for a rental car will be made to anyone who lodges in the same hotel as the conference they attend.

No reimbursement for a rental car will be made if other, more economical options are available to the traveler such as shuttles, buses or taxis.

The following rental car expenses are not reimbursable to the traveler by the University:

• Collision damage waver (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

To convert foreign currency to U.S. dollars visit the following website:

http://www.oanda.com/convert/fxhistory

Enter the travel dates and the currency you wish to convert to U.S. dollars. The site will generate an average conversion rate for the period of travel.

When possible, make every effort to process a travel approval form well in advance of an event's registration deadline to avoid late fees, penalties, or personal out-of-pocket expenses. Any and all meals included in an event's registration fee should be excluded from per diem claims.

Whenever appropriate, please provide documentation outlining a traveler's personal time versus business time to ensure accurate and timely reimbursement for business related expenses. Also, provide written justification when a receipt has been lost or for some other reason does not accompany an expense claim.

Always show an encumbrance when submitting travel form for authorization.

When signing travel form always date it.

Reimbursements for trips should take approximately 4 weeks if correct paperwork is submitted.

as of Jan 2, 2007

For additional information contact Administrative Accounting at 966-5056.

Last modified: July 9, 2008