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Viewing: 1302.1 – University of North Carolina at Chapel Hill Procedure on Excess Lodging Justification, Mileage Reimbursements for Multiple Day Trips

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Current Status: Active PolicyStat ID: 4927523

1302.1 – University of North Carolina at Chapel Hill Procedure on Excess Lodging Justification, Mileage Reimbursements for Multiple Day Trips

 

UNIVERSITY PROCEDURE

Title

UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL

Procedure 1302.1 Excess Lodging Justification, Mileage Reimbursements
for Multiple Day Trips

Introduction

PURPOSE

The purpose of this procedure is to explain when to use Form 1302.1.1f Excess Lodging Justification and how to submit a request for mileage reimbursement for multiple day trips in Web Travel. 

SCOPE OF APPLICABILITY

This procedure applies to faculty, staff, University affiliates or student travelers conducting University business and are applying for travel reimbursements. 

POLICY STATEMENT

Per policy 1302, faculty, staff, University affiliates or students conducting University business are expected to remain within reimbursement levels set by the North Carolina Office of State Budget and Management (OSBM) and file appropriate documentation when applying for reimbursements. The following two situations require additional special paperwork submission and are detailed as follows:
 

Excess Lodging.  A traveler conducting University business who expects to incur excess lodging expenses must submit Form 1302.1.1f to their supervisor for prior approval and signature before the trip. Excess lodging expense has been defined by the University as that which exceeds $300 per night, excluding taxes and surcharges (or $400 per night, excluding taxes and surcharges, if the traveler is staying in one of the following high-cost cities: Boston, New York City, San Francisco and the Bay area, Washington DC and Los Angeles). The traveler should submit the signed form upon applying for travel reimbursement. 

Mileage Reimbursement on Multiple-day Trips.  When submitting reimbursement for data collectors or other University travelers who report multiple day trips on a single Web Travel document, travel document preparers should attach an excel spreadsheet with the mileage details for each trip, calculating the mileage according to the State rate, and adding all trips together in a final total.  In Web Travel, the preparer should select "ground" in the travel type description field and hit "save", which will auto-populate the mileage field with "1".  They should then enter the total mileage reimbursement amount from the spreadsheet into "Cost Field" and submit.  For 2018, the trip rate is 54.5 cents per trips up to 100 miles, or 33 cents per mile when a trip exceeds 100 miles.  See Policy 1302 for further details. 

EXCEPTIONS

Lodging costs above the per diem rates in Policy 1302 but below $300 per night (or $400 per night, 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) do not require Form 1302.1.1f. 

FORMS

Form 1302.1.1f Excess Lodging Justification

Related Requirements

Policy 1302 Statutory Provisions and Maximum Rates for Travel

EXTERNAL REGULATIONS AND CONSEQUENCES

North Carolina Office of State Budget and Management Budget Model

 

Contact Information

PROCEDURE CONTACT(S)

CONTACT TELEPHONE FAX E-MAIL
Travel Services 919-962-0210 919-962-2356 travel_team@unc.edu
Travel Policy 919-843-5098 919-962-2356 travel_team@unc.edu

History

5/9/2018 - Updated Form 1302.1.1f to include a printed name as well as signature on travel approval.

All revision dates: 5/9/2018, 3/20/2018
Attachments:

Approval Signatures

Step Description Approver Date
Publication and Coordinating with Finance Communication Matthew Teal: University Program Specialist 5/9/2018
Janet Rupert: Director, Accounts Payable & Travel Svcs 5/9/2018
Older Version Approval Signatures
Step Description Approver Date
Publication and Coordinating with Finance Communication Matthew Teal: University Program Specialist 5/9/2018
Janet Rupert: Director, Accounts Payable & Travel Svcs 5/9/2018
Older Version Approval Signatures
Publication and Coordinating with Finance Communication Matthew Teal: University Program Specialist [AD] 3/20/2018
Janet Rupert: Accounting Manager 3/20/2018