SOP: T-1 (Travel Authorization/Advance),
T-2 (Travel Reimbursement)
Revised November 3, 2006
T-1 (Travel Authorization/Advance)
Purpose:
To establish a procedure/guidelines to request authorization to travel in support of the ITS mission.
Procedure:
The traveler should initiate the T-1 at least three weeks prior to traveling to ensure the Business Office has time to process the request. The traveler is responsible for completing the form and following the following guidelines.
If requesting an advance the traveler should complete the sections he/she is requesting an advance for. All information in 1-6 of the T-1 is required along with a cost code.
Section I should be filled out as complete as possible in order to expedite the authorization/advance. The traveler identifies the purpose of the trip, their destination and the start and end dates of the trip.
If the traveler has registration costs associated with the trip the check will be made payable to the conference and mailed directly to the conference, unless directed otherwise. A copy of the completed registration form must accompany the T-1 or the advance cannot be processed.
Airfare must be processed through the CABS system. The University has a contract with local travel agencies that can directly bill your FRS account, eliminating the need for travelers to charge airfare to their personal credit card. If airfare is needed, the employee should contact one of the authorized travel agencies (link below), notify them that they are a UNC-CH employee, give their travel dates and get an estimate of the airfare. At this point an estimate is the only thing needed for airfare. That amount should be noted on the T-1 form with a note of the agency you contacted. Once the T-1 has been approved the Business Office will contact the traveler. The traveler will be given a T# and can then contact the travel agency to book their flight. The agency will then email the itinerary to the Business Office who will process and complete the request through CABS. The web address for the local travel agencies is http://www.unc.edu/mds/ts/agencies.htm. If an employee chooses not to use CABS he/she cannot be reimbursed for their airfare expenses until after the trip has been completed.
Hotel accommodations are handled by the traveler. It is the traveler's responsibility for booking their hotel room. Travels can obtain a Diner Club/MasterCard charge card that can be used for hotels, restaurants, parking, etc. The Diners card is a personal liability card that is issued through UNC. If interested in obtaining a Diners Card contact the Business Office for further instruction.
Rental cars are not allowed unless approved before the trip. The traveler must provide justification for a rental car. Reimbursements will not be processed if prior authorization was not obtained.
Once the T-1 has been completed the traveler must sign the bottom of the form and forward to his/her Manager/AVC for approval. When all signatures are obtained the form should be mailed to the Business Office, CB #3420 for processing.
When received in the Business Office the T-1 will be assigned an account number and forwarded to the Interim Director for Administration for approval. Once approved and completed by the Business Office a copy will be mailed to the traveler referencing a T#. This number should be used for all inquiries.
Please Contact Renee Massey @ 962-6501 or renee_massey@unc.edu if you have questions regarding this procedure.
T-2 (Travel Reimbursement)
Purpose:
To reimburse employees for expenses incurred during travel.
Procedure:
The T-2 is initiated by the traveler after the trip has been completed. The traveler should attach all receipts to the form.
Each section you are requesting reimbursement for must be completed.
Transportation:
- Airfare: If CABS was not used, attach a copy of the credit card statement showing that it was charged to your personal credit card. The e-ticket or itinerary will not suffice for a receipt.
- Bus/Shuttle: Attach receipts
- Tips: Specify the amount
- Mileage: Standard rate of .505 will be reimbursed. Write the number of miles you are being reimbursed for. If you are being reimbursed for parking at the airport attach the receipts
- (Subsistence Policy)
Lodging: Attach original receipt from hotel
Conference Cost: If registration was paid by the traveler specify the amount and attach the receipt.
Meals: Travelers are reimbursed for meals according to the State's allowable amount (amounts are on the form). Specify the amounts in the blanks you should be reimbursed for. See policy
When completed, attach all receipts to the T-2 and sign the bottom of the form. The form should be forwarded to the Business Office for processing. The Business Office will process the reimbursement and send a copy to the traveler for signature. The traveler should review the reimbursement, sign, and return to the Business Office.
When received back from the traveler the paperwork will be mailed to Travel Accounting. The traveler will be reimbursed via check or direct deposit.
Please Contact Renee Massey @ 962-6501 or renee_massey@unc.edu if you have questions regarding this procedure.
