Important Travel Information
Important things you need to know PRIOR to planning your trip
Please note: ONLY ITEMIZED RECEIPTS FOR AIRLINE, HOTEL AND RENTAL CARS ARE REIMBURSEABLE. The travel department must be able to determine if there are fees charged that are not reimburseable (i.e. insurance on rental cars, agency fees on airline tickets, room service on hotel receipts, etc.).
Airline reservations and fees
Always use U.S. flagged air carriers when traveling on federal funds (i.e. American, U.S. Airways, Southwestern - NOT AirCanada, Air France, etc.).
If you do not want to pay for an airline ticket out of your pocket prior to the trip, please consider the CABS program. Your airline ticket would be paid for by UNC at the time of booking by using the authorized travel agencies. If you need additional information, let Dawn Andres know. If you decide to book your own flight through any internet or any unauthorized travel agency, any additional fees will not be reimbursed and the ticket cost will not be reimbursed to you until the trip has been completed. The internet companies normally charge a small fee and this is not reimbursed. If you use authorized travel agencies the fee is covered.
Link to authorized travel agencies
Please remember to turn in all of your airline receipts and itineraries - even if you use CABS.
Meals
Please refer to this page for information on reimbursement for meals.
The time of departure and the time of arrival back in Chapel Hill/Raleigh determines which meal time you can claim. Always write your departure and arrival times on the reimbursement form.
Parking
Make sure you keep your receipt for parking. This may not be reimbursed if you do not have it and you only have a memo. A receipt for parking is required.
Motor pool versus personal car use
There is a change to the Travel policy regarding reimbursement of mileage. For any trip of 60 miles or more, the traveler must contact the Motor Pool to request a reservation of a state vehicle if available. This travel policy change went into effect on April 15, 2003. The reimbursement rate is $0.33 per mile when an individual uses a personal car when a state car is available (effective 1/1/09).
To insure compliance with this regulation, Travel Services will start requiring a statement be included, signed by the traveler, that he/she attempted to obtain a state car and the reason they chose to use their personal vehicle. This will be in effect for trips beginning on or after June 2, 2003.
The reimbursement rate for personal vehicles is $0.55 (effective 1/1/09). For trips that began prior to 1/1/09, the rate is $0.585.