Travel

The North Carolina State Budget Office regulates UNC Charlotte travel activity. Standard per diem and mileage rates are established by the State Budget Office.

UNC Charlotte's travel procedures are designed to ensure compliance with regulations, provide the traveler and the traveler's supervisor with a trip planning tool, guarantee the lowest cost to the institution and provide the department fund manager with financial management information.

Listed below are the procedures for arranging travel for members of the faculty and staff:

1. Complete a Travel Authorization form including appropriate approvals and forward to the Financial Services Travel Section two weeks prior to departure date. If the mode of transportation is air, lower fares and savings to the institution can be obtained if the authorization procedures are completed 30 or more days in advance of the departure date.
2. If an advance of funds is needed for the trip, the traveler should prepare a Check Request in the amount needed, but not to exceed the estimated cost of travel, and submit the request with the Travel Authorization. Travel advances are released to the traveler five days prior to departure. Travel advances are deducted from travel expense reimbursements when filed.
3. A Travel Reimbursement form must be completed and submitted to the Travel Section in Financial Affairs no later than 30 days after completion of travel. Timely filing of travel reimbursement forms will speed up reimbursements to the traveler as well as provide the department fund manager with actual costs associated with the trip.

Travel regulations and procedural changes are communicated to the campus at the beginning of each fall semester through travel seminars conducted by Financial Services. In addition, the vice chancellor for business affairs provides other information to the campus community through written memoranda and items in the Campus News.