Travel Expense Instructions

Scope:
These instructions apply to all in-state overnight travel, out-of-state travel and international travel and explain how to use the travel expense reimbursement form. See UNC Travel Requirements for a description of the rules governing travel.

Definitions:
CONUS: The continental United States, including the District of Columbia

Out-of-State Travel: Travel outside of the state of Colorado either within CONUS or in Alaska, Canada, Hawaii, Mexico

International Travel: Travel to any destination not within the State of Colorado or within the definition of out-of-state travel

State Travel Card: State-mandated method of travel expense payment (US Bank VISA)

Authority:

• UNC Travel Requirements
• State Fiscal Guideline 5-1
• IRS Regulation CRF31.312(a)-3(c)
• IRS Employee Reimbursement Plan
  

Instructions:

1. The traveler completely fills out the Travel Expense Form (TE) upon returning from their travel. According to IRS rules and regulations, the TE must be submitted to the University within a reasonable amount of time. The University has established a limit that the TE sheet must be submitted within 60 days after a trip is completed in order to be reimbursed non-taxed.

2. The original Travel Authorization (TA) must be included.

3. All original receipts must be stapled behind the TE. It is the traveler's responsibility to collect original receipts from the vendor and to submit them when requesting reimbursement.

4. The supplemental information (Purpose and Justification) must be provided.

5. All required signatures must be included.

6. All FOAP(A)s must be noted.

7. All documentation must be provided. External documentation for the purpose of travel (meeting agenda, etc.) must be submitted with the completed travel expense sheet. This documentation is required by UNC's external auditors. If external documentation is unavailable, the traveler must explain on the TE why the documentation is not available.

See UNC Travel Requirements for a description of the rules governing travel.

Reimbursement Timeframes:
For domestic travel, allow one week from the time AP receives the TE for reimbursement. For travel paid from grant or foundation funds, allow two weeks for reimbursement. For international travel, allow two weeks for reimbursement, due to the extra auditing and approvals required in AP.

If the TE sheet is incomplete or additional information is needed, the form will be returned to the preparer. This will result in a delay of payment to the traveler.