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PLEASE read carefully in order to receive your maximum travel reimbursement.
We appreciate your cooperation, as we must follow University protocol to ensure that your reimbursements do not get compromised or rejected.

Updated: 10/15/2019

If your travel is not only work/business-related, you will need to fill out an additional form. For example, if you attend two conferences (one at the beginning and one at the end of your trip), you trip will need to be approved prior to traveling in order to be reimbursed.

According to UNC’s Travel Policy 1510, prior to a trip, the traveler should describe the breakdown of business and personal components to their management for approval. In order for the travel to be reimbursed, their management must confirm that the trip is primarily for business, and the justification must be included in the reimbursement request. This form must be submitted and approved PRIOR to travel.

This can be confusing, if needed, please do ask the departmental accountant for clarification.

University staff wishing to reserve a short-term Enterprise vehicle rental should request an EHIDirect account by emailing ehirentals@unc.edu. A unique EHIDirect.com registration link then will be emailed to the requester (check your junk mail or “other” tab); the registration link will require action within 24 hours, after which it will expire. For more information on vehicle rental and a step-by-step Enterprise EHIDirect User Guide, visit the Facilities Services Vehicle Rental webpage.

Please note that unless you have first contacted EHI Direct, and are unable to rent a vehicle through them, other car rental contracts will not be reimbursable.

Other Car Rental Arrangements

If you are unable to arrange a car rental through the UNC-Enterprise agreement, you may arrangement and rent a vehicle through another car rental company. In order to be reimbursed you must show proof that you first tried to make arrangements through the UNC-Enterprise agreements. Ask the ROMS accountant if any questions in this regard.

NOTE:

  • Car insurance and other add-on expenses are not acceptable and will not be reimbursable.
  • Car upgrades must have a written and valid justification, otherwise, are non-reimbursable.
  • All car rental receipts MUST show proof of payment AND initial-departure and return-arrival times and dates.

As per UNC Policy on Transportation Expenses.

UNC travelers are encouraged to use a State-owned vehicle or vehicle leased through a state contract.  When such a vehicle is not available and/or a personal vehicle must be used, the allowable business standard mileage rate is 58 cents/mile for trips that do not exceed 100 miles. For business travel trips that utilize personal vehicles and exceed 100 miles per trip, the employee shall be reimbursed at 33 cents a mile.

As per UNC Policy on Transportation Expenses.

Gas receipts MUST be itemized, in other words, both an itemized receipt and a proof of payment (credit card/cash) receipt are needed for reimbursement.

All airfare receipts MUST show proof of payment AND initial-departure and return-arrival times and dates.

Booking fees, insurance, additional coverages, etc., are not reimbursable (usually incurred through sites such as Booking.com, Expedia, Travelocity, Cheaptickets, and others.)

As per UNC Policy on Transportation Expenses.

All ridershare receipts MUST show proof of payment AND “going to” and “from” information.

The hotel receipt must be itemized and reflect proof of payment. Any additional expenses such as room service, parking fees, etc., will be excluded and are non-reimbursable.

Booking fees, insurance, additional coverages, etc., are not reimbursable (usually incurred through sites such as Booking.com, Expedia, Travelocity, Cheaptickets, and others.)

Lodging Reimbursement

In state: up to $75.10 per night

Out of state: up to $88.70 per night

Excess Lodging Expenses
  • Excess lodging expenses must be justified if hotel rates exceed $300 per night, excluding taxes and surcharges (or $400 per night, excluding taxes and surcharges, if staying in one of the following high-cost cities: Boston, New York City, San Francisco and the Bay area, Washington DC, or Los Angeles). If those rates are exceeded, the traveler must complete Finance Form 1502.1.1f – Excess Lodging Justification and obtain their supervisor’s approval and signature before traveling. Traveler should submit the form with the travel reimbursement.

**Staying in non-hotel accommodations, such as Air BnB, VRBO, or other short-term rental agreements, now requires approval PRIOR TO the trip**

It is required that UNC Travel Services authorize any request for Lodging in a Third Party Establishment PRIOR to your trip.

Please provide the following to the ROMS accountant prior to your trip:

  1. A copy of the rental agreement, showing the amount to be paid, and the number of nights you will be staying
  2. A screenshot of a comparison site search (such as Hotels.com or Expedia.com) showing the cost for the average hotel in the area for the time you’ll be there

The ROMS accountant will then use this information to submit a form to get the required approvals.

* All expenses MUST have an itemized receipt, in other words, both an itemized receipt and a proof of payment (credit card/cash) receipt are needed for reimbursement.
* For travel, food expenses/receipts are not acceptable, only per diem is allowed (see per diem details below).
* All airfare/car rental receipts MUST show proof of payment AND initial-departure and return-arrival times and dates.
* Receipts need to be uploaded (or turn in hard copy) within 7 days of returning from your travel.  Please contact the accountant if this will not be possible for any reason.

Foreign Currency Receipts

All receipts in foreign currency will be converted using UNC-approved conversion website www.oanda.com.

University travelers are only eligible for reimbursement of meals when they make an overnight trip. Partial day reimbursement is possible when the partial day is the day of departure or return for a trip, but it must be in conjunction with an overnight trip taken. This differs from past years, where a day trip could have meals reimbursed.

In state: $8.60/breakfast, $11.30/lunch, $19.50/dinner, $39.40/full day
Out of state: $8.60/breakfast, $11.30/lunch, $22.20/dinner, $42.10/full day

NOTE – Depending on your initial-departure and return-arrival times, your per diem reimbursement will be (up to $39.40/$42.10) as follows:

  • Breakfast: depart duty station prior to 6 a.m.
  • Lunch: depart duty station prior to Noon (day of departure) or return to duty station after 2:00 p.m. (day of return).
  • Dinner: depart duty station prior to 5:00 p.m. (day of departure) or return to duty station after 8:00 p.m. (day of return).

For more details, refer to UNC’s Policy on Statutory Provisions and Maximum Rates for Travel.