Travel, Transportation Modes and Transportation-Related Expenses

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1 Authority: History: Source of Authority: Related Links: Responsible Office: Travel, Transportation Modes and Transportation-Related Expenses Vice Chancellor of Business Affairs Effective June 1, 1990; updated December 1, 1990; updated November 1, 1991; updated March 10, 1994; updated January 4, 1995; updated December 19, 1995; updated February 1, 2007; updated November 20, 2008; updated July 15, 2009; updated April 30, 2010; September 29, 2010 supersedes former Administration Policy No. TRA1.13, Travel, Transportation Modes and Transportation-Related Expenses Office of State Budget and Management Appendix A Rate Table Transportation, Lodging and Meals; UBusiness Accounting Department I. Purpose Explains the university's policy and procedures regarding the selection and use of the appropriate transportation vehicle for official university travel. II. Scope Applies to all university departments or activities. III. Policy A. Authorization 1. All official university travel must be authorized prior to the beginning day of travel. Authorization of the mode of travel is to be made on the Travel Authorization form subject to the regulations noted in this procedure. 2. Travel by non-state employees requires a Travel Authorization form. (Forms can be located at UBusiness; the link can be found above at Related Links.) 3. Non-state employees must abide by the same statutory reimbursement regulations and documentation requirements as state employees unless otherwise indicated. B. Employee Responsibility

2 An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience. C. Cancellation of Travel Reservations 1. If the employee's travel has been approved in advance and the cancellation or change is made at the direction of, and for the convenience of, the department, any penalties and charges resulting from the cancellation of airline reservations shall be the department's obligation. 2. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee's obligation to pay the penalties and charges. 3. However, in the event of accidents, serious illness or death within the employee's immediate family, or other critical circumstances beyond the control of the employee, the department can pay the penalties and charges. IV. Procedures A. State Cars 1. Appropriate Use of a State Car a. When travel by car is determined to be feasible, a state car (if available) should be used instead of a personal car or rental car. b. State-owned vehicles shall be used for official state business only. c. State vehicles shall not be used while the employee is in vacation status. d. At the destination, state cars may be used prudently for travel to obtain meals; but use is not allowed for private purposes or for entertainment while off duty. 2. Obtaining a State Car Refer to Policy (Operation of State-Owned Vehicles) for information regarding: Obtaining state cars; Rates and billing for use of state cars; Use of credit cards for purchase of gasoline and oil; and Guidelines concerning accidents.

3 3. Authorized Drivers or Riders in State Cars a. University employees meeting the requirements for operator's license, Motor Vehicle Record review, and training as indicated in Policy (Operation of State-Owned Vehicles) are authorized to drive a state vehicle. b. Students may be permitted to drive state vehicles if they are state employees and if they meet the requirements listed above. University students may be passengers in state cars for athletic events and other activities officially sanctioned by the university. c. Non-university employees may accompany faculty or staff members in state cars when they have a business interest in the travel. d. Hitchhikers are not permitted to ride in state-owned vehicles. e. Spouses or children of university employees may accompany them in state cars, if ample space is available and all travel is strictly for official business. 4. Insurance a. The state has obtained blanket insurance policies for economy in providing insurance coverage for state-owned vehicles. Premiums are paid by state agencies on a pro rata basis. The maximum liability of the state for each accident is $150,000 per person for bodily injury; $5 million per accident for bodily injury; and $150,000 for property damage. b. Any employee desiring additional protection may purchase it as Drive Other Car" endorsement on his/her personal automobile liability insurance policy. Optional insurance coverage is not a reimbursable expense. B. Personal Car 1. Reimbursement Rate for Use of Personal Car a. Employees may be reimbursed at the rate shown in Appendix A (see Related Links above) for the use of their personal cars on official university business. b. The mileage rate includes all other charges incurred except tolls. 2. Mileage Reimbursed

4 a. Reimbursement for costs incurred through use of a personal car will be limited to actual mileage from the point of departure or duty station, whichever is closer. b. Employees may be eligible for reimbursement for prudent use of a personal car at the destination during the travel period. c. Document separately on the Travel Reimbursement form any extraordinary deviations from reasonably expected mileage. d. Mileage reported on the Travel Reimbursement form is subject to review by the Travel Department. Therefore, department heads should scrutinize actual mileage recorded on the reimbursement form prior to submittal to the Travel Department 3. Insurance Personal vehicles used for state business are not insured under the state automobile insurance policy. Consequently, individuals using a personal car on state business are responsible for any damages incurred. C. Rental Vehicles (Away from Duty Station). 1. Allowable Use of a Rental Vehicle a. A rental vehicle (to be picked up at the destination or away from the duty station) should be used only when absolutely essential to conduct state business and when no alternative mode of transportation is practical. b. No reimbursement will be made for a rental vehicle when a state vehicle or personal vehicle has been authorized for the trip. c. Employees are expected to be prudent in incurring rental vehicle expenses for university travel. 2. Obtaining a Rental Vehicle a. Obtain rental vehicles from rental car agencies on state contract. Contact Purchasing Services if assistance is needed regarding the car rental agencies currently on contract and their respective rates. b. Charge the cost of rental vehicles (to be picked up at the destination or away from the duty station) to the employee's UNCW American Express Card. c. Request reimbursement when filing the Travel Reimbursement form

5 3. Insurance a. The state automobile insurance policy provides coverage to vehicles when employees lease rental vehicles for official travel from the contracted vehicle rental companies. b. Optional insurance coverage on rental cars is not a reimbursable expense unless an exception is made through Purchasing Services for such circumstances as foreign travel. D. Rental Vehicles (At Duty Station) 1. Allowable Use of a Rental Vehicle a. The university allows the use of rental vehicles (to be picked up in the Wilmington area from one of the car rental agencies currently on contract) for official university travel only as follows: 1) When a state vehicle is not available for the proposed time period, and 2) When the non-availability of a state vehicle is documented in Policy b. Employees are expected to be prudent in incurring rental vehicle expenses for university travel. 2. Obtaining a Rental Car a. Obtain and request reimbursement for rental cars (to be picked up in the Wilmington area) in the same manner as rental vehicles away from the duty station. b. In addition, attach the original of the signed Vehicle Request and Invoice documenting the non-availability of a state vehicle to the Travel Reimbursement form. 3. Obtaining a Rental Van or Truck a. Contact Purchasing Services for assistance in locating a rental van or truck. b. Request rental vans or trucks (picked up in the Wilmington area) via a purchase requisition.

6 c. Forward the original of the signed Vehicle Request and Invoice documenting the non-availability of a state van to Purchasing Services as an attachment to the requisition. 4. Insurance Insurance coverage is the same as coverage for rental vehicles away from duty station. E. State Motor Fleet Car (Asheville, Charlotte, Concord, Durham, and Greensboro) 1. Call the UNCW Motor Fleet Leasing Office to reserve state cars in Asheville, Charlotte, Concord, Durham, and Greensboro for use by UNCW employees on business-related trips. 2. The Motor Fleet Office will confirm or deny the availability of a vehicle to the requesting department. 3. If a vehicle is available, Motor Fleet will reserve a vehicle, inform the department where to pick up the vehicle, and forward a FM-2 form to the department for completion. The driver must present the FM-2 form when picking up the vehicle. 4. Upon completion of the trip, the driver should retain the blue copy of the FM- 2 form for departmental files, forward the pink copy to UNCW Motor Fleet, and turn in the remaining copies with the vehicle. 5. At month-end, the requesting department will receive a notification of the amount that will be charged to the departmental fund for use of the state motor fleet car. F. Fees When Driving a State Car, Personal Car, or Rental Car 1. When a state car, personal car, or rental car is used for official travel, parking fees, miscellaneous storage fees, and tolls are legitimate expenses, provided receipts for expenses in excess of $3.00 per day are obtained. 2. When driving a state car, required repairs are also legitimate reimbursable expenses, provided receipts for expenses in excess of $3.00 per day are obtained. 3. Reimbursement of airport parking expense is limited to 96 hours, with the receipt required. Airport parking expense in excess of 96 hours may be reimbursed in unusual circumstances if documented on the Travel Authorization form.

7 4. No common carrier or public transportation costs are reimbursable on a trip on which an employee uses a state car, personal car, or rental car unless it is documented in writing that such transportation was more economical in a particular situation. G. Commuting Reimbursement may not be made for commuting between an employee's home and the university. H. Travel to and from the Airport at Point of Departure Reimbursement for travel between the campus and the nearest airline terminal and for appropriate parking may be made as follows: 1. Airport limousine - one round trip actual limousine fare; receipt required. 2. Taxi one round trip actual cost; receipt required 3. Personal car - Reimbursed at the rate in Appendix A. 4. Mileage rate for two round trips with no terminal parking charge 5. Mileage rate for one round trip with terminal parking charges for a maximum of 96 hours. Receipts are required for airport parking claims. I. Travel at the Destination 1. Reimbursement for expenses incurred while at the destination may be made for travel necessary to conduct business. 2. No common carrier or public transportation costs are reimbursable on a trip when reimbursement is authorized for a state car, personal car, or rental car unless it is documented in writing that such transportation was more economical in a particular situation. 3. Reimbursement for travel to and from the airline terminal at the employee's destination may be made as follows: a. Airport limousine - one round trip limousine fare (receipt required) b. Bus - one round trip bus fare (receipt required) c. Taxi, when limousine service is available - one round trip limousine fare. (receipt required)

8 d. Taxi, when limousine service is NOT available -actual fare to and from the airline terminal (receipt required) e. Rental vehicles - may be used as a last resort (receipt required) J. Taxis and Limousines (Other Than Trips To and From the Airport) The actual cost of taxi and limousine fares is reimbursable when required for travel on state business with a receipt. K. Commercial Airlines 1. Ticket Purchase a. Arrange the ticket purchase with one of the travel agencies designated by Purchasing Services. b. Air coach/tourist class must be utilized, unless exceptional circumstances require the use of first-class accommodations. If first-class accommodations are required, the Chancellor must approve a written statement of the circumstances. Attach the approved statement to the Travel Authorization form. c. Prepare an electronic travel requisition referencing the traveler's name, travel agency, and dates of travel. For Non-Employee Agency Airfare please see Travel by Non-State Employees. d. Make special arrangements with the travel agency if the traveler prefers to pick up his/her ticket from the travel agency. e. Do NOT claim the ticket purchase on the Travel Reimbursement form. f. If you choose not to use one of the contracted travel agencies, you will be reimbursed after the trip. 2. Super Saver Airfare a. There must be a total net savings to the university in order to take advantage of the super saver program. Hotel and meal expenses for the additional day(s) must not exceed the savings to the university between the regular fare and the super saver fare. b. When a super saver fare is used that will extend the duration of the trip, attach a super saver justification (or a statement from the supervisor with the required information) to the Travel Authorization form. Indicate the

9 difference between the regular airfare and the super saver fare, and the total cost savings to the university. See the following example for information that should be included in the super saver justification. c. When submitting the Travel Reimbursement request, attach a revised super saver justification if there are deviations from the original super saver justification submitted with the Travel Authorization form. If the extended stay is during the normal workweek and annual leave is not taken, indicate the daily rate of the employee's pay in the documentation. (See the following example.) Waiving annual leave is at the discretion of the department head when employees are requested to stay extended days. If the extended stay is taken on the weekend, there are no special requirements regarding annual leave. EXAMPLE- SUPER SAVER JUSTIFICATION Travel Authorization No. T Name: John Doe Trip: To attend workshop in Boston, Massachusetts Dates: Super Saver Regular Rate Airfare $119 $393 Lodging Meals $ day not at work place during normal workweek due to use of super saver - no annual leave taken 84 0 Total Cost Total Net University Savings $ 471 $ 594 $ Flight Insurance Flight insurance is not a reimbursable expense. 4. Frequent Flier Miles Frequent flier miles earned by state employees traveling on state business and at state expense should be used to the extent possible on future state business trips.

10 L. Non-Commercial Air Travel Contact the Travel Department for procedures regarding the use of noncommercial (charter) air travel. M. Bus and Train Service The actual cost of coach fare for rail and bus service on state business is reimbursable, as is the actual cost of Pullman fare when overnight trips are required.

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