Advice for the Bewildered CPC Traveler
Advice for the CPC Traveler from Holly Rudicil, CPC's Travel Coordinator
Federal, state, and university travel regulations are very complex. The basics are provided below. If you want further clarification on any travel related issue, please contact:
- the travel coordinator for your project,
- Kathryn O'Brien, CPC Domestic Travel Specialist, or
- Holly Rudicil, CPC Travel Coordinator.
How should I pay for my airline ticket?
You can use a personal credit card. Another option is to charge the airfare directly to a University account through the University Central Airfare Billing System (CABS). To purchase a ticket through CABS, first get a quote for your flight from one of UNC's authorized travel agencies. Many CPC travelers use Travelink (919-942-4196, ext.2701) or Maupin Travel (919-967-8888). Secondly, send Kathryn O'Brien (domestic travel) or Holly Rudicil (international travel) a copy of the itinerary with the approximate cost and complete a CPC CABS Request Form. Finally, after approval, Kathryn or Holly will send a University Travel Authorization number (T#) to the corresponding travel agent and your flight will be booked.
Although you are not required to use an authorized agency, booking fees charged by other agencies and travel websites are not reimbursable. In addition, airfare purchased using your own means will not be eligible for reimbursement until AFTER the trip.
Regardless of the source of your ticket, fees associated with obtaining a paper ticket when an electronic ticket is available are not reimbursable.
I found a cheap flight on a foreign carrier. Is that a problem?
To comply with the Fly America Act, you must use an U.S. airline to travel whenever one is available if the flight is being paid for with Federal funds. Convenience and cost generally cannot be taken into consideration. If you use a foreign carrier instead of domestic, we cannot reimburse you. However, there is arrangement with European Union carriers that does comply with the Fly America Act.
Another exception is when a U.S. airline sells a passenger a ticket and then puts the passenger on a foreign airline's flight. This is fine because you (and the government) are paying a U.S. company. However, the opposite is not true; you can't pay a foreign airline for a spot on a U.S. plane.
If you are unsure if you are complying with the Fly America Act, contact Holly Rudicil before you buy your ticket.
How much may I spend on my hotel?
If you are traveling within the U.S., any reasonable hotel rate is fully reimbursable. The University's business manual states that you are expected to behave as a prudent traveler spending his or her own money would while on a business trip. This means you don't have to stay in the cheapest place in town, but you also probably should not be staying at the Ritz.
What's the deal on food? Why don't I have to keep receipts for meals?
The subsistence rates are different for in state and out of state trips. The rates are reduced for partial days and lunch is not reimbursable for a one-day trip. If the cost of a meal is included in the registration, you may not also ask for the standard allowance for the meal. Please include the time you left home (or the office) and the time you got back with your documentation. This information is needed to calculate your per diem. Please refer to the University Policy and Procedures Manual for the per diem guidelines.
Business meals (i.e., where the traveler pays for the meals of others) are not reimbursable as a travel expense; a separate check request must be generated. Staff and students shouldn't pick up the tab for someone else without first clearing it with a supervisor.
What about other travel expenses?
Obtain receipts for all expenditures to be reimbursed except for meals and taxi charges under $20. If you lose a receipt, please try to obtain a duplicate. For taxis under $20, provide purpose of the taxi rides and how much they cost. Mileage and parking are reimbursable. For the most part, all travel expenses incurred while in travel status are reimbursable. As long as you keep the receipts, you can be reimbursed. Exceptions: personal items, laundry fees, travel insurance, and collision liability insurance are never reimbursable; you can be reimbursed only for expenses directly relating to you; and if you’ve been given a travel allocation, you can be reimbursed only up to that amount.
I'm lonely. Can I call home?
UNC allows one personal phone call for every two nights of travel. This call must be less than $3 in state and less than $5 out-of-state. All business calls (or connection fees to the Internet for business reasons) are reimbursable. Business center expenses for sending faxes, making copies and other office needs are also reimbursable. If these calls or expenses are charged to the hotel room, mark them as business on the hotel bill. Otherwise, please submit some sort of documentation for the charges.
Is there an alternative to paying for the trip myself and being reimbursed afterward?
Anyone can have advance payments for registration or hotel deposits. Though UNC can pay either directly, we recommend that you pay and seek reimbursement. To get an advance payment, send a copy of the registration form or a document for the hotel, indicating whether and by what method you paid, to Kathryn O'Brien (domestic trips), 5th floor University Square East or Holly Rudicil (international trips), CPC, Suite 205 West.
Permanent employees and postdocs who travel at least once a year are eligible for a Diner’s Club card. This University sponsored card is available so travelers do not have to bear the cost of business travel with their own funds; however, the traveler is responsible for all transactions. If you don’t have a card, you can apply for one. Print out your completed form and send it to Kathryn or Holly. Submission of travel receipts for reimbursement is imperative upon completion of the trip.
Students, predoc trainees, and temporary employees, as well as any UNC employee traveling Internationally, can obtain a travel advance. Advances should be requested at least two weeks before the start of the trip. To obtain an advance, complete the CPC Travel Advance form.
Before I leave, should I purchase travel insurance?
No, you cannot be reimbursed for travel insurance.
I need to change my airline ticket. Can I be reimbursed for the change fee?
Yes, assuming that the rescheduling wasn't for your personal convenience. If you change the date of your trip because the conference/meeting date was changed, your collaborators request you come at a different time, or because of illness, UNC will reimburse you for the change fee and/or the cost of the different flight. Just include a signed memo or send an email to Kathryn O'Brien (domestic travel) or Holly Rudicil (international travel) stating the reason for the change. You cannot be reimbursed for changing flight times simply for your personal convenience.
Instead of flying, can I rent a car or drive my own car to my destination?
You can borrow a state car from the UNC Motorpool (962-6676). To make a reservation, you will need a UNC account number, which you can obtain from Kathryn O'Brien, 966-2157.
If a state car is not available, you may contact the rental car company suggested by the Motorpool (see next FAQ for more rental car info) or you may drive your own vehicle.
If you drive your own car, you will be reimbursed for mileage. There are three scenarios that dictate the 2011 mileage rate: (1) $.565/mile for roundtrips that do not exceed 100 miles (standard 36 miles for each RDU/CPC roundtrip), (2) $.565/mile in cases when a state car is not available (please included the auto-response from the Motorpool or provide a signed statement saying you tried to obtain a state car), and (3) $.30/mile if a state car is available but you choose not to use one (when roundtrips exceed 100 miles). Your reimbursement cannot exceed the cost of the average commercial airfare to that location. Mileage should not be calculated from your home unless your home location is closer to the destination than CPC is. As a general rule, mileage must be calculated with CPC (or official work base) as the point of origination.
If you are staff or student and your alternate means of transportation is slower than flying, you should get permission from your supervisor. Faculty using alternate means are encouraged to be prudent.
For short local trips, you can use a UNC Zip car for occasional business-related travel. If you have anticipate extensive or repeated use, please talk with Kathryn.
What about renting a car at my destination?
If your meeting is in the same city as your hotel, the University deems a rental car to be unnecessary. Use public transportation and/or taxis (keep receipts over $20). However, if you have to drive a substantial way to your meeting (for example, you fly into D.C. for a meeting in northern Virginia), you may be able to rent a car. UNC will not reimburse you for the purchase of collision damage waiver or liability coverage.
The State provides liability, comprehensive, and collision coverage for commercial vehicles rented by UNC employees for fewer than 30 days in conjunction with official University business. When completing and signing the rental contract, your name should be signed "__________, in care of The State of North Carolina." If you use a credit card, you may automatically get additional insurance coverage. Please include a memo explaining why you are renting a car when you turn in your receipts upon your return.
Can I share my hotel room?
Sure. If you share a hotel room, please pay only your share, not more and not less. For instance, if you share with one other CPC traveler, you should pay half of the cost of the room, plus any special charges such as phone calls. If possible, have the hotel generate a separate bill for each person who stayed in the room. If you share with a spouse or friend not traveling on business, you can only be reimbursed for the single room rate; please provide a statement of what the single room rate is.
I'm back from my trip. What do I do now?
You must report your travel expenses. University requirements state that all travel reimbursement requests must be submitted no later than 30 days from the date of your return. This is necessary even if you got an advance for the same amount as your expenses. Complete the CPC Travel Reimbursement form. Send your receipts and other documentation to the travel coordinator for your project, to Kathryn O'Brien (domestic travel) or Holly Rudicil (international travel). Kathryn is on the 5th floor or University Square East and Holly is in 205, room E of University Square West. You can generally expect to see your reimbursement 1 to 2 weeks after the reimbursement form leaves CPC for its trip through the University bureaucracy.
Will I get a check or electronic deposit?
Travel advances always come in the form of a check. Reimbursements may be issued electronically, the method preferred by UNC, or by paper check. If the deposit is made electronically, you should receive an email message saying it occurred. Holly Rudicil will notify you if she receives a check for you.
Do I need to know anything special for traveling internationally?
Assume the rules above apply unless there are exceptions noted for traveling internationally.
