Reimbursable and Non-Reimbursable Travel Expenses

Reimbursable  Travel Expenses

• In addition to lodging, meals and transportation, the following actual expenses incurred as a necessary part of approved travel may be reimbursed as provided by the State Fiscal Rules.
• Tips paid by the traveler for bellhops, porters, maids and personal phone calls are included in the $3 incidental allowance - no receipt is required. The $3 incidicental rate is allowed for each overnight stay.
• Tips paid in conjunction with meals are included in the meal allowance and cannot be claimed separately.
• Commercial transportation expenses paid by the traveler. A receipt shall be required for each individual ride in a commercial vehicle, if over $25.
• Camping site fees paid by the traveler for a commercial camp ground or a state or national park. A receipt shall be required if over $25.
• Parking fees paid by the traveler. A receipt shall be required for any single fee over $25.
• Registration fees paid by the traveler. A receipt and agenda are required for all registration fees paid. When attending a conference that has a banquet or awards ceremony that you are attending on behalf of the University you should fill out an official function form in order to charge the cost to UNC. If the conference offers a luncheon and you want to charge the cost to UNC it should be a reasonable cost approximately at the per diem rate. You cannot claim reimbursement for per diem if UNC has paid for your luncheon.
• Rental car costs paid by the traveler. A receipt is required for all rental car expenditures. Traveler shall rent from one of the state approved rental vendors. Click here for Car Rental Agencies
• Telephone, fax and other similar charges paid by the traveler for official State business. A receipt shall be required for any single charge over $25.
• Toll road charges paid by the traveler.
• Traveler's checks or transaction charges for the use of the State Travel Card paid by the traveler. A receipt shall be required if the total amount claimed for reimbursement is over $25.
  

Non-Reimbursable Travel Expenses

The following expenses shall not be reimbursed:

• Alcoholic beverages purchased by the traveler.
• Entertainment expenses paid by the traveler.
• Personal expenses incurred during travel which are primarily for the benefit of the traveler and not directly related to the official purpose of the travel. Examples include the purchase of personal hygiene items, magazines, snacks, movie rentals and other miscellaneous items.
• Political expenses paid by the traveler.
• Travel insurance expenses paid by the traveler.
• Valet Parking.
• Snacks and desserts between meals (includes coffee/water) - to be included in the daily incidental rate.
• GPS/Sirus radio - GPS with prior approval - no Sirus.
• Car rental upgrades.
• Airline seat upgrades.
• Passport expense.
• Meals without itemized receipts (credit card slips only will not be accepted).
• Finance fees on past due accounts.

Traveler is responsible to make sure all funding sources have been approved and in place prior to travel. Once reimbursement has been made, the travel is considered "closed" and no further reimbursement will be made for that particular trip.