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UNC GENERAL ADMINISTRATION

UNC GENERAL ADMINISTRATION. Travel Training Session. TRAINING OUTLINE. Travel Authorization Travel Reimbursement. LET’S GO !. IS YOUR TRAVEL AUTHORIZED ?. TRAVEL AUTHORIZATION FORM

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UNC GENERAL ADMINISTRATION

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  1. UNC GENERAL ADMINISTRATION Travel Training Session

  2. TRAINING OUTLINE • Travel Authorization • Travel Reimbursement

  3. LET’S GO !

  4. IS YOUR TRAVEL AUTHORIZED ? TRAVEL AUTHORIZATION FORM • Pre-approval is required (i.e. prepared / approved / filed in Accounting before the trip occurs). Allow 4-5 business days to obtain required approvals. • Required if EITHER of these conditions are met (employee or non-employee): • Overnight [must be 35 miles from duty station (vicinity) or home to obtain lodging, whichever is less] • Out-of-State Travel

  5. TRAVEL AUTHORIZATION FORM(Step 1: Complete yellow shaded areas) FRS Account

  6. TRAVEL AUTHORIZATION FORM(Step 2: Obtain required approvals in ADVANCE) Provide rates for registration fee & lodging Supervisor’s approval In State Travel: Ken Craig Out State Travel: Rob Nelson Use this section for clarifying information, additional hotel rates, etc.

  7. Travel Expense Reimbursement Form • Mileage reimbursement [Closer of duty station or point of departure to destination (and return)] • State Vehicle Not Available Certification Form required for mileage reimbursement at $0.55 if roundtrip exceeds 100 miles • Arrival/departure times required, determines eligibility for meal reimbursement. • Receipts required : Airfare, Lodging, Taxi, Parking, Rental Car, Gas Purchase for Rental Car • File within 30 days of return

  8. TRAVEL REIMBURSEMENT RATES per OSBM - actual, up to In StateOut of State $ 7.50 Breakfast $ 7.50 $ 9.75 Lunch $ 9.75 $16.75 Dinner $19.00 $63.75 Lodging $75.50 $ .55 IRS Mileage Allow. $ .55 If State Vehicle Not Available Certification Form is attached to Travel Reimbursement Form for trips greater than 100 miles $ .55 If roundtrip does not exceed 100 miles $ .55 $ .33 Convenience Allow. $ .33 If you choose to drive your personal vehicle when state vehicle is available and roundtrip exceeds 100 miles

  9. Reimbursement for Meals During Daily Travel Status (No overnight stay) • Breakfast (morning): depart duty station prior to 6:00 a.m. and extend the workday by 2 hours • Dinner (evening): return to duty station after 8:00 p.m. and extend the workday by 3 hours

  10. Reimbursement for Meals During Overnight Travel Status • Breakfast: depart duty station prior to 6:00 a.m. and extend the workday by 2 hours • 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) and extend the workday by 3 hours

  11. TRAVEL REIMBURSEMENT FORM(Step 1: Complete shaded areas) Traveler’s Signature / Certification Approval: Program Division Head

  12. TRAVEL REIMBURSEMENT FORM(Step 2: Complete travel itinerary and detail expenses) Arrival & Departure times required to determine eligibility for meal reimbursement Notes: 1. Deduct meals included with conference registration fees 2. Need original receipts for hotel expense Original receipts required for parking, rental car, rental car gas reimbursement

  13. Travel Expenditure Object Codes

  14. TRAVEL FORMS • TRAVEL AUTHORIZATION FORM • TRAVEL REIMBURSEMENT FORM • Located on UNC GA Active Directory • Public/Forms/Accounting/Travel

  15. TRAVEL RELATED QUESTIONS • OSBM Web Site for State Budget Manual • http://www.state.nc/osbm/pubs.html • Section 5: Travel Policies & Regulations • UNC GA Policies & Procedures Manual • UNC GA Web Site Divisions/Finance/Reports • UNC GA Accounting Office • Angela Glaspie 962-4241 ang@northcarolina.edu

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