NON-EMPLOYEE &

STUDENT TRAVEL(ACT303)

Non-Employee & Student TravelAgenda

Non-Employee Travel Introduction General guidelines Authorization

ProcessApprovals

Prepaid ExpensesAirfare

ReimbursementTraveler informationProcess

Student Travel Introduction General guidelines and approvals Authorization Prepaid expenses Reimbursement Foreign Travel

End-of-Course Test

Non-Employee Travel

As a UNCW employee you may be expected, from time to time, to process business related travel for non University employeesor students. This course will help you gain the understanding and knowledge you will need to process non-employee and student travel.

General GuidelinesThe list below will guide you in defining who might fall into the non-employee traveler category:

A prospective employee that is currently being recruited by UNCW A student, not working on campus or being paid by UNCW payroll A consultant or contractor not paid through the UNCW payroll system A professional, not on the state payroll, to whom an honorarium is

paid (such as a guest speaker) An employee of another governmental jurisdiction (local or federal)

whose travel is of business interest to the state An attendant for a handicapped University employee

General Guidelines (cont’d)

Below are general guidelines to keep in mind when processing non-employee travel:

• Non-employee travel is processed in the Chrome River system• All expenses for a non-employee should be claimed on that

individual’s own travel expense report, and never on anyone else’s• A travel pre-approval must be completed and approved prior to the

beginning day of business travel• Travel expenses for family members of non-employees are not

reimbursable• Travel advances are not an option for non-employees

Pre ApprovalsSignatures and Approvals

When processing a non-employee Travel Pre-Approval using the Chrome River system, the following approvals are required:

• The traveler• The director of the department that is responsible• The budget authority• The grant officer, if travel is funded by a grant• The Chancellor/Vice Chancellor for all travel outside the US, including

travel to Alaska and Hawaii

Prepaid Expenses

There are only 2 expenses that can be prepaid by UNCW for Non-Employees, Airfare and Local Lodging.UNCW’s Maupin Travel Agency must be used to prepay airfare. Hotels in Wilmington may authorized to be paid by UNCW for the Non-Employee. UNCW does not prepay for any other expenses for a Non-Employee.

Prepaid Expenses Airfare

Air travel for a prospective employee or a guest speaker should be arranged and completed as follows:

o Contact Maupin UNCW’s pre-paid travel agency to select flighto Complete a pre-approval in Chrome River for all travel expenses.o Upload a copy of the airfare itinerary o Be sure to select Maupin Agency and paid by Travel Office in the airfare

expenseo Once the pre-approval has been approved the Travel office will authorize the

agency to purchase the ticket. The approval process must be complete by 4:00pm for Travel Office to notify Travel Agency on

the same day

Keep in mind, if the traveler decides not to come, we do not get a credit.

Reimbursement

This section will give you a detailed step-by-step process to properly complete a request for reimbursement for a non-employee.

ReimbursementTraveler Information

The non-employee traveler should be made aware of the following, in order to ensure the proper processing of reimbursement requests:

• Receipts are required for any expense that the traveler wishes to be reimbursed for, with the exception of meal per diem

• Lodging - itemized receipts showing a zero balance• Airline/train - ticketed receipts at coach rates and itineraries if not

purchased from our contract travel agencies• Car rental – a rental receipt showing the total cost of rental and a zero

balance. Optional insurance is not reimbursable

ReimbursementTraveler Information (cont’d)

Additional information for the non-employee traveler:

• Bus – ticket/receipt• Gas – fuel receipt that shows the price per gallon• Parking/tolls/taxis – original receipt• Meals – Per diem paid• Personal car – a mileage log• Registration – An agenda from the conference • Baggage – Receipt from the airlines

ReimbursementProcess

1. Create an Expense Report in Chrome River for Non-Employee Travel2. Make sure to put the correct dates and times the trip actual happened

on the expense report3. Enter all expenses that the traveler incurred during their trip and upload

all receipts and supporting documentation4. Attach the Pre-Approval that applies to these expenses5. Submit the expense report for approval by the traveler and budget

authority. If the funding is by a grant, then approval of the grant officer is also required

6. Once all approvals have been received the Travel Office will review the submitted expense report and a check will be processed the following week

* If someone besides the traveler paid for the expense, the payee section should have the name of the person who paid for the expenses after the trip takes place

Student Travel

This section of the course will explore in detail the process of completing travel for UNCW students. Here, you will gain an understanding of the difference between students who are also employees of the University and students who are non-employees, and the knowledge to process travel for each.

General Guidelines

o Students who work on campus and receive a paycheck from the UNCW Payroll office are considered employees and follow employee travel policies. If the student employee is traveling as part of his/her campus job the type of travel to be selected is Student Employee Travel.

o If the Student employee is not traveling for his/her campus job, the type of travel to be selected is Student Travel.

o Students who do not work on campus are considered non-employees and follow non-employee travel policies and the type of travel to be selected is Student Travel.

Guidelines and Approvals

Please remember the following guidelines when processing student travel:

Travel pre-approvals and expense reports for Students and Student Employees should be done in Chrome River.

Pre-approvals should be completed and approved prior to travel Approvals of the following individuals are required:

• The traveler• Immediate supervisor - for student employees• The department head or chairperson with budget authority• The grant officer, if travel is funded by a grant• The Vice Chancellor for all travel outside the US, including travel to Alaska

and Hawaii

Prepaid Expenses

Student employees and Students not on Payroll can have prepaid expenses for the following:

Air travel when arranged through one of the Universitycontract travel agencies Registration fees when paid directly to the vendorLodging is not a Pre Paid expense

Pre-paid Expenses(continued)

Airfare

If personal time is attached to the trip you will need to provide a comparison quote roundtrip ILM/Destination from the same airfare provider on the business dates. Please upload comparison quote on the Pre- Approval in Chrome River. You will need to include a comment in the comment section of the pre-approval airfare explaining any personal time. If the cost of the fare for the business dates is less than the cost of the personal fare, traveler must write a personal check to UNCW for the difference and submit to the Travel Office as soon as possible.

If not flying from ILM, the traveler must provide justification and comparison quote for roundtrip out of ILM/Destination. Please upload the comparison to the pre-approval and expense report in Chrome River. Traveler will not be reimbursed mileage or extra per diems that exceed the amount of the roundtrip out of ILM. A comment must be put in Chrome River comment section of the travel explaining the reason for not flying out of ILM.

Prepaid Expenses (cont’d)

In order to arrange for prepayment Registration Fees to vendor, the following steps should be taken:

After the Pre-Approval has been completed and approved An expense report must be completed in Chrome River and

submitted for appropriate approvals The registration form and a copy of the conference agenda or schedule-at-a-

glance should be uploaded with the expense report

After the approval process, the expense report will be reviewed by the Travel Office. Once approved a check will be printed in the next check run

* Please note that meals included in the registration fee will be excluded from the traveler’s reimbursement per diem, even if the traveler did not attend the meal function

Reimbursement

The steps below should be followed when requesting expense reimbursements for a student traveler: 1. Create an Expense Report in Chrome River for Employee Travel2. Make sure to put the correct dates and times the trip actually happened

on the expense report3. Enter all expenses that the traveler incurred during their trip and upload

all receipts and supporting documentation4. Attach the Pre-Approval that applies to these expenses5. Submit the expense report for approval by the traveler and budget

authority. If the funding is by a grant, then approval of the grant officer is also required

Reimbursement (cont’d)

Steps for requesting expense reimbursements (cont’d):

6. Once all approvals have been received the Travel Office will review the submitted expense report and a check will be processed the following week

* If someone besides the traveler paid for the expense, the payee section should have the name of the person who paid for the expenses after the trip takes place

ReimbursementChecklist

Below is a checklist to help you process reimbursement requests properly and correctly:

• Original itemized hotel bill showing a zero balance, or receipt showing payment with an itemized list of charges and a zero balance

• Hotel bill must show the single occupancy rate• If there are 2 guests in the room proof that double occupancy rate

was not charged• Business entertainment meals must have an itemized receipt• No meals are reimbursed on day trips• When requesting reimbursement for rental car expenses, charges

such as insurance, additional driver expenses and any upgrades including GPS will not be reimbursed by the University

• Checked baggage requires an original receipt

ReimbursementChecklist (cont’d)

• A meeting itinerary showing place and dates is required in order to determine if any meals were provided. If itinerary is not available, other documentation that will provide such information will be accepted

• All receipts must be attached to the Expense Report• An explanation must be attached to the reimbursement request for

any exceptions or unusual activity

* Please keep in mind that requests for expense reimbursement must be completed within 30 calendar days from the return date, and turned into the travel office for processing by the 30th calendar day

Foreign TravelBusiness related travel to a foreign country, and travel to Alaska or Hawaii follow the same rules and guidelines of the University travel policies. Below are some additional considerations to keep in mind when dealing with foreign travel: Travelers are allowed one day of travel before the beginning and one

day after the conclusion of a conference Foreign meal per diem is determined by the destination of the trip, and

can be found on the State Department’s web page All receipts in foreign currency should be converted to US dollars.

Converter available in Chrome River All receipts in a foreign language should be translated into English. If you are using any other currency conversion, this must be printed

and attached to supporting documentation and reimbursement when submitted to the travel department