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Office of Internal Audits
(828)262-2281
watersre@appstate.edu

© 2005 Appalachian State University
Website maintained by Robin Waters

Travel and Transportation

Policies

• Policy 1 - Definition of Terms
• Policy 2 - State Policies Regarding Travel
• Policy 3 - Travel Allowances for State Officers and Employees
• Policy 4 - Authorization Required for Travel
• Policy 5 - Non-State Employees
• Policy 6 - University Travel Advances
• Policy 7 - Reimbursement of Travel Expenses
• Policy 8 - Registration Fees
• Policy 9 - Subsistence
• Policy 10 - Transportation
• Policy 11 - Assemblies Sponsored by State Agencies
• Policy 12 - Informal Meetings

   

Policy 1 - Definition of Terms

For the purpose of these travel regulations, the following definitions apply:

Agency : Any State agency (including the University), or department, institution, commission, or other organization operating from funds deposited with the State Treasurer (including local University funds except as otherwise indicated).

Forms :

• Request for travel authorization,
• Request for reimbursement of travel and other expenses (Appalachian State University Form AS004).

In-State : Within the borders of North Carolina.

Institute : A formal gathering for the purpose of training and instruction. Tuition fees may be paid for instructional costs incurred in such meetings.

Non-State Employee :

• A consultant whose compensation will not be paid through the University payroll system,
• An employee of another governmental jurisdiction, local or Federal, in whose travel the State may have a business interest,
• A prospective teacher or any other prospective State employee, includes University faculty or staff,
• A student in a State public college or university.

Non-State Funds : University controlled funds deposited with any banking facility other than the State Treasurer.

Out-of-Country : Anywhere not included in the two definitions: In-State or Out-of-State . Alaska and Hawaii are considered Out-of-Country for the purpose of State travel regulations.

Out-of-State : All the continental United States except North Carolina, Alaska, and Hawaii.

State Employee : Any employee, includes University faculty and staff, whether temporary or permanent, who is paid on a State payroll.

State Funds : Any funds deposited with the State Treasurer whether derived from appropriations or agency receipts.

Subsistence : Lodging and meals.

Travel : All activities involving expenses for transportation, subsistence or registration which are authorized to be paid from State Funds, including University funds, or which involve State or University vehicles for transportation.

Policy 2 - State Policies Regarding Travel

Purpose - Statutory regulations for per diem, transportation, and subsistence allowances for State departments, agencies, boards, commissions, committees, and councils are contained in G.S. 138-5, 138-6, and 138-7 . It is the intent of this section to provide statements of policy to enable State departments and agencies a comprehensive reference for uniform interpretation to pay or reimburse allowable State travel expenses pertaining to official travel and subsistence.

Employee Responsibility - Any employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excessive costs, circuitous routes, delays or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

Reimbursement - State officers and employees, including University faculty and staff and members of State boards, commissions and committees may have their travel expenses reimbursed by the State, subject to the limitations contained in these regulations. Under no circumstances may duplicate reimbursement be made for that portion of an employee's expenses paid or reimbursed by a non-State source.

Funds - All travel is contingent upon the availability of funds in the proper budget lines.

University Application - All University related travel, whether funded from State funds or non-State funds, must conform to the travel rules and regulations stated in this Manual.  An exception is for reimbursement of overnight camping permits paid by outdoor programs staff members when camping with ASU students in a university related function.  This type of reimbursement should follow Accounting, Policy Statement 16, Purchases Through Petty Disbursing Funds.

Workers' Compensation Coverage - Any employee traveling or performing University approved business in off-campus settings, who suffers an accidental injury, may be eligible for workers' compensation benefits. In addition to notifying his or her immediate supervisor and receiving emergency treatment, specific filing procedures must be followed in order to be compensated under North Carolina Industrial Commission rules. Claims will be denied unless these procedures are followed. See Safety and Workers' Compensation Section, Policy Statement 4 and Appendices for specific procedures and forms.

Policy 3 - Travel Allowances for State Officers and Employees

Expenses for travel on official business by employees of State departments, institutions, and agencies which operate from funds deposited with the State Treasurer, shall be reimbursed at the following rates as set forth by legislation:

• Use of a personal vehicle requires approval of the department head or his/her designee. At Appalachian State University the designee is the owner of the supporting sub-ledger account. Actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination and return. The business standard mileage rate set by the Internal Revenue Service will be paid, currently forty.five cents per mile. Parking fees, tolls, and storage fees are reimbursable with receipts.
Private car mileage is .25 cents. If a traveler requests a motor pool vehicle and is denied, they can be reimbursed 48.5 cents if the motor pool rejection slip is attached to their travel reimbursement form.
• For transportation by airline, bus, railroad, pullman, or other conveyance, actual tourist class fare, substantiated by receipt.
• The maximum allowable statutory rate (G.S. 138.6) for meals and lodging is $97.75 for in-State travel and $111.75 for out-of-State travel. The payment of sales tax, lodging tax, local tax, or service fees applied to the cost of lodging is allowed in addition to the lodging rate and is to be paid as a lodging expense.

The employee may exceed the part of the ceiling allocated for lodging without approval for over-expenditure provided that the total lodging and food reimbursement does not exceed the maximum allowable daily subsistence rate.

• Registration fees will be reimbursed for actual paid amount as indicated by receipt.

TRAVEL POLICIES FOR MEMBERS OF STATE BOARDS, COMMISSIONS, COMMITTEES, AND COUNCILS (OTHER THAN LICENSING BOARDS AND MEMBERS OF THE GENERAL ASSEMBLY)

Pursuant to G.S. 138-5(a)(1) , non-State employees who are members of State boards, commissions, committees, and councils will be compensation for services and reimbursed for travel expenses at the following rates:

Per Diem - All members will receive fifteen dollars per day of official service.

Transportation - For transportation by privately-owned automobile, twenty-three cents (.23) per mile of travel and actual cost of tolls paid. For transportation by airline, bus, railroad, or other public conveyance, actual tourist class fare.

Subsistence - Meal subsistence for non-State employee members of State boards, councils, commissions, or committees is a daily, lump-sum allowance payable per day of official service. The subsistence reimbursement for actual lodging expenses must be documented by a receipt of actual lodging expenses from a commercial establishment. Meals and lodging are to be reimbursed as follows:

In-State Travel:

• $34.00 for meals.
• Actual expenses up to $63.75 lodging documented by a receipt of actual lodging expenses from a commercial lodging establishment.

Out-of-State Travel:

• $36.25 for meals.
• Actual expenses up to $75.50 lodging documented by a receipt of actual lodging expenses from a commercial lodging establishment.

State employees and members of all State boards, commissions, and councils whose salaries or any portion of salaries paid from State funds shall receive no per diem compensation from State funds for their services. It is the responsibility of the fiscal officer of the board, commission, committee, or council to insure that such per diem compensation is not paid to State employees.

Excess Subsistence - Authorization for excess expenses for in-State or out-of-State travel may be granted by the department head or board chairperson head or his/her designee when such costs are included in registration fees and/or there are predetermined charges.

Registration - The registration fee will be reimbursed for actual amount expended as shown by receipt.

Out-of-State Travel - Expenses for out-of-State travel on official business shall be reimbursed only upon authorization obtained in the manner prescribed by regulations governing out-of-State travel for State employees.

Transportation policies and regulations are the same as those for State employees, except that a mileage reimbursement rate set by any other law by reference to G.S. 138-6(a)(1) is established at 25 cents a mile, not the IRS rate.

SUBSISTENCE OF STATE EMPLOYEES SERVING AS BOARD MEMBERS

As allowed under G.S. 138-6, a State employee who is a member of a State board, commission, committee, or council that operates from funds deposited with the State Treasurer, may be reimbursed for actual cost of any meal, including lunch, while on official State business if the meal is pre-planned as part of the meeting for the entire board, commission, committee, or council. However, when an overnight stay is required, the State employee is limited to a daily reimbursement as follows:

In-State Travel

• $34.00 for meals.
• Actual expenses up to $63.75 lodging documented by a receipt of actual lodging expenses from a commercial lodging establishment.

Out-of-State Travel

• $36.25 for meals.
• Actual expenses up to $75.50 lodging documented by a receipt of actual lodging expenses from a commercial lodging establishment.

Other Meals - If the employee is eligible for reimbursement for any other meal, that reimbursement is limited by the same reimbursement amounts and regulations as those allowed for in-State and out-of-State travel by a State employee who is not a member of a State board, commission, or council.

Meetings - Refreshments, i.e., coffee, soft drinks, cookies, doughnuts, may be served at official meetings. Reimbursement may be paid from State funds for actual cost not to exceed $4.00 per member and required staff, per meeting per day. Required Staff shall be defined as an employee who, in the regular course of his duties, is expected to attend the meeting and any other employee whose presence is necessary to accomplish a purpose of the meeting.

TRAVEL POLICIES FOR LICENSING BOARDS (OTHER THAN STATE EMPLOYEES)

Per Diem Compensation - Pursuant to G.S. 93B-5 , non-State employee members of licensing boards shall receive $100.00 per day of official service. State employees and members of all licensing boards whose salaries are paid from State funds shall receive no per diem compensation from State funds for their services. It is the responsibility of the budget officer of the licensing board to insure that such per diem compensation is not paid to State employees.

Subsistence - A member of the General Assembly shall receive a subsistence allowance for meals and lodging at a daily rate, currently $104, equal to the maximum per diem rate for federal employees traveling to Raleigh, N.C., as set out in 58 Federal Register 67959 (December 22, 1993), while the General Assembly remains in session, and except as otherwise provided in this subsection when, with the approval of the Speaker of the House in the case of Representatives or the President Pro Tempore of the Senate in cases of Senators, the member is:

• Traveling as a representative of the General Assembly or of its committees or commissions.
• Otherwise in the service of the State.

Excess Subsistence - A member who is authorized to travel, whether in or out of session, within the United States but outside of North Carolina may elect to receive, in lieu of the amount provided in the preceding paragraph, a subsistence allowance of twenty-six dollars ($26.00) a day for meals, plus actual expenses for lodging when evidenced by a receipt satisfactory to the Legislative Service Officer, not to exceed the maximum per diem rate for federal employees traveling to the same place, as set out in 58 Federal Register 67950-67964 (December 22, 1993) and in 59 Federal Register 23702-23709 (May 6, 1996).

Transportation - A member will receive a travel allowance at the rate equal to the business standard mileage rate set by the Internal Revenue Service in Rev. Proc. 93-51, December 27, 1993, ( 29 cents ) whenever the member travels, whether in or out of session, as a representative of the General Assembly or of its committees or commissions, with the approval of the Legislative Service Commission.

Convention Registration - Convention registration policies and regulations are the same as those for State employees.

TRAVEL POLICIES FOR STATE OFFICIALS

Political Functions - From time to time State officials, both elected and appointed, attend functions or meetings that are political in nature. The following policies are intended to be guidelines for the payment from State funds for travel and subsistence costs surrounding the attendance of State public officials at political functions or meetings.

Travel Related to a Political Function - No State funds may be used to pay travel and/or subsistence costs for a State official while attending a political function or meeting. In the event a State-owned aircraft is used, the reimbursement rate will be the actual operating cost rate per flight hour. If a State-owned vehicle is used, the reimbursement rate to the State will be the motor pool rate.

Travel Related to Official State Business that includes Political Functions - If a trip includes both official State business and political functions or meetings, State funds may be used to pay up to one-half of the travel and/or subsistence costs. In the event that a State-owned aircraft is used, the cost to the State will be charged at the regular rate per flight hour and the charge to a non-State source will be at the actual operating cost rate per flight hour. If a State-owned vehicle is used, the reimbursement rate to the State will be the motor pool rate.

All Other Travel - Travel reimbursement policies and regulations for all other travel for State officials is the same as for State employees.

Policy 4 - Authorization Required for Travel

In-State-travel - All in-State travel by State employees on State business must be authorized in advance of the trip. In-State travel authorizations must have the original signature of the traveler and the traveler's supervisor.

Out-of-State travel - Out-of-State travel status begins the day the employee leaves the State and remains in effect through the day the employee returns to the State. However, in-State allowances and reimbursement rates apply when employees and other qualified travelers use hotel and meal facilities located in North Carolina immediately prior to and returning from out-of-State travel during the same travel period.

Out-of-country-travel - Out-of-country travel status begins when the employee leaves the country and remains in effect until the employee returns to the country. If the employee and other qualified official travelers use hotel and meal facilities located outside North Carolina immediately prior to and upon returning from out-of-country travel but during the same travel period, out-of-State subsistence rates shall apply.

Approvals - All travel out-of-the State by State and non-State employees must be authorized by the Chancellor or his designee. Approvals for out-of-State travel at Appalachian State University has been delegated as follows:

Academic Departments - Travel authorizations must have the original signature of the traveler, the traveler's supervisor and the Dean of the College, or Assistant/ Associate Vice-Chancellor.

Student Development -Travel authorizations for departments within Student Development must have the original signature of the traveler, the traveler's supervisor, the individual specified in the field User ID as shown on screen 006 in the Financial Records System and the Associate Vice Chancellor for Student Development.

All Other Departments - Travel authorizations must have the original signatures of the traveler, the traveler's supervisor, and the Vice Chancellor. The Vice Chancellor may designate the Assistant or Associate Vice Chancellor to sign these requests.

Travel Authorization Form - The travel authorization form must contain the following information where appropriate:

• Subsistence allowance in excess of the statutory maximum ninety-seven dollars and seventy-five cents ($97.75) for in-State travel and one hundred and eleven dollars and seventy-five cents ($111.75) for out-of-State travel may be authorized when greater expenses are expected. Refer to Travel Policy Statement 9 . The traveler must submit information to justify any expenses required.
• The use of a rental automobile will be authorized only when information is supplied to indicate that:

1. It is the only feasible method of available transportation; or
2. It is the most economical method of available travel.

• Travel Authorizations which involve advances or faxed airfare should be received in the Controller's Office at least three weeks prior to initiation of the trip.

Blanket authorizations should not be used to charge airline tickets. A single trip approval authorization showing the destination should be used to charge airline tickets at local travel agencies. For those individuals who purchase air travel tickets direct or outside the local charge system, an approved single trip request showing the destination should be completed.

If the Blanket Travel Authorization is on file in the submitting department for out-of-State travel and a travel advance check is required, a new request for travel must be completed.

Policy 5 - Non-State Employees

Travel Policies for Non-State Employees- Non-State employees traveling on official State business whose expenses are paid by State Funds are subject to these travel regulations, including statutory subsistence allowances, to the same extent as are State employees. Travel expenses for members of a non-employee's family are not eligible to be paid by the State. No travel advances will be made to non-State employees.

PROSPECTIVE EMPLOYEES - Prospective professional employees visiting Appalachian State University for employment interviews may have expenses reimbursed. These expenses are limited to transportation and subsistence for 3 days (or 5 days, if one of these days falls on a Saturday), at the in-State rate. Excess lodging expenses may be approved by the department head or his/her designee.

Funds to cover prospective employees travel may come from one of the following areas:

• Within the departmental budget; or
• Special request for funding to the Vice Chancellor for the employing department.

COLLEGE STUDENTS

Students- Students at State institutions who travel on official State business other than for athletic events or student organizations and whose expenses are paid or reimbursed by the State are subject to these regulations, including statutory subsistence allowances, to the same extent as are State employees. All travel involving students must be approved by the traveler's supervisor and the Associate Vice Chancellor for Student Development.

ATTENDANTS FOR HANDICAPPED - State policy does not permit the routine payment of salaries for attendants for handicapped employees. Payment of travel and subsistence expenses, motel and meal costs for attendants may be reimbursed if advance approval has been obtained.

Policy 6 - University Travel Advances

General - Travel advances may be made when necessary to enable faculty, staff, and others to travel on official University business. These advances are, in effect, loans made to travelers. The traveler is responsible for prompt repayment of any advance or loan and must seek reimbursement for actual expenses incurred by submitting Appalachian State University Form AS004, Request for Reimbursement for Travel and Other Expenses.

Necessary Request Form - In all cases, the Travel Advance section of the Travel Authorization form must be completed to request a travel advance. After approving the trip and travel funds, the Controller's Office will process a check.

In order to receive a travel advance, the combined total of travel allowance, subsistence allowance, registration fee, airline tickets and any other charges not paid by the University must be $250.00 or greater, as reflected on the Travel Authorization form.

The following rules apply to requesting and repaying travel advances.

ISSUANCE OF TRAVEL ADVANCES

Travel Advances - All employees who travel on State business may be issued advances when authorized by the department head or his/her designee in order that personal funds will not be required. Eligibility for advances and reporting requirements are as follows:

• Travel advances for occasional travel must not exceed the estimated cost of the trip and may not be issued more than five working days prior to the date of departure. Advances must be deducted from the reimbursement request on the travel expense report which must be submitted within 30 days after the travel period or June 30, whichever comes first.
• Travel advances for regularly scheduled travel for employees who travel each month, an annual advance of funds equal to the average monthly expense may be made. All reimbursement requests shall be filed and paid monthly for incurred expenses and the advance must be repaid as of June 30 annually. If it is determined that the monthly reimbursement has averaged less than the annual advancement, the advance must be reduced to the newly established amount.

Log of Advances - For purposes of control, the Controller's Office maintains a log of advances by posting issuances and repayments.

Airline Tickets - In order to take advantage of low airfares, the University has implemented a new procedure to aid travelers in the purchase of airline tickets. The traveler should complete a Travel Authorization form, and follow the procedures outlined in Travel, Procedure 2, if the traveler wants the cost of the ticket charged to the University. If the traveler chooses to charge the airline ticket to a personal credit card, the individual will not be reimbursed until the travel has been completed and the request for reimbursement has been authorized.

If the cost of the ticket is charged to a personal credit card, include the cost of the ticket on the Request for Reimbursement of Travel and Other Expenses. When the ticket has been charged to the University, do not include the charge on the Request for Reimbursement of Travel and Other Expenses (AS004).

When an airline ticket is charged to the University through the arrangement with local travel agencies, the Request for Reimbursement of Travel and Other Expenses form must be filed. This form certifies that the trip was completed and the ticket used for the original approved purpose even though no other expenses were approved or claimed. A copy of the airline ticket must be attached.

REPAYMENT OF TRAVEL ADVANCES

Within thirty (30) days following the completion of the travel, a Travel Reimbursement Request (Form AS004) must be submitted to the Controller's Office or the advance must be repaid. Any excess advance must also be promptly repaid.

Trip Delay or Cancellation - If a travel advance is obtained and the trip is not taken the advance must be repaid immediately. If the trip is postponed, the advance must be repaid and a new advance obtained against a new Travel Authorization form.

Reminder Notice - Thirty days following the indicated completion date of the trip, a written notice is sent by the Controller's Office to any employee with an outstanding travel advance, stating that the Travel Reimbursement must be submitted or the advance repaid immediately.

A second notice is sent stating that if the advance is not paid, a deduction in the amount of the advance will be withheld from the next salary check due the employee.

June 30 Deadline - All travel advances must be repaid on or before June 30 of each fiscal year. No travel advances may be outstanding when the University financial records are closed for the year.

See also: Procedure Statement 3, Obtaining a Travel Advance .

Policy 7 - Reimbursement of Travel Expenses

Submit Form Promptly After Travel - Within thirty (30) days following the completion of all travel, the traveler must file with the Controller's Office a statement of travel expenses. This is accomplished by submitting the following:

• One (1) copy of the Request for Reimbursement of Travel and Other Expenses, Form AS004,
• An approved copy of the Travel Authorization form, (if necessary, see Procedure One )
• Original receipts of actual amounts for the following:

• Hotel Bill

• Air Fare

• Bus Fare Receipt

• Rail Fare

• Registration Receipt

• Parking

• Tolls

Passports - Reimbursement for the cost incurred in obtaining or renewing a passport may be made to an employee who, in the regular course of his/her duties, is required to travel overseas in the furtherance of official State business.

Passport expenses are chargeable to the same fund that supports the employee's trip. Prior written approval from the department head is required for reimbursement.

Reimbursement - Travel, transportation and allowance expenditures are to be reimbursed as described in this regulation to authorized University employees and others traveling on official University business.

Two or More Persons - When two or more persons travel together, it is necessary for each person to render a separate Request for Reimbursement of Travel and Other Expenses form on her/his expenses for meals, lodging, tips, and transportation by public carrier. However, when two or more persons use a personal or University car, one person should report the cost of operating the car.

See also: Procedure Statement 5, Submitting Appalachian State University Form AS004, Reimbursement of Travel and Other Expenses .

Policy 8 - Registration Fees

The State allows reimbursement of the actual amount of registration fees as shown by a valid receipt or invoice.

Registration Versus Tuition - Registration fees are distinguished from tuition fees in that registration is a travel expense , and tuition fees are educational expenses which are to be charged to educational expense.

Meals - The cost of any meals included in registration fees is reimbursable as part of the registration fees. Therefore, the traveler may not claim reimbursement for such meals as subsistence. It is the responsibility of the traveler's supervisor to insure that duplicate reimbursements for such meals are not made to the traveler.

Coffee Breaks - Coffee breaks may be included in registration fees and the employee may be reimbursed.

Tours and Social Events - The cost of tours, entertainment, and social activities are not reimbursable and, if included in the registration fee, must be subtracted.

Policy 9 - Subsistence

Daily Total - Each day's subsistence allowance must be reported on a daily basis on the Request for Reimbursement of Travel and Other Expenses. If any daily total exceeds the authorized limit, the difference may not be applied to another day. Daily hotel/motel expenses are to be reported as incurred on the date on which the night's lodging begins.

The rates for in-State and out-of-State travel are listed below:

	In-State	Out-of-State
Breakfast	$ 7.50	$ 7.50
Lunch	$ 9.75	$ 9.75
Dinner	$16.75	$19.00
Lodging (actual up to)	$63.75	$75.50
Total	$97.75	$111.75

Effective 7/1/07

Daily Travel (Not Overnight) - If an employee is not involved in overnight travel, there will normally be no reimbursement for morning or evening meal. There will be no lunch on a one day trip. To be eligible for the breakfast and evening meals the employee must comply with the following criteria:

• Breakfast - depart duty station prior to 6:00 a.m. and extend the normal workday by two (2) hours.
• Dinner (evening) - return to duty station after 8:00 p.m. and extend the normal workday by three (3) hours.
• To be eligible for both meal allowances, the employee must have worked five (5) hours longer than the normal work day.
• The travel must involve a travel destination located at least 35 miles from the employee's regularly assigned duty station (vicinity).
• Allowances for the breakfast and evening meals for employees working non-traditional shifts must have prior approval of the Office of State Budget and Management.

Overnight Travel - A State employee may be reimbursed for meals including lunch, while on official State business when the employee is in overnight travel status. The travel must involve a travel destination located at least 35 miles from the employee's regularly assigned duty station or home, whichever is less.

To be eligible for specified meals on partial travel days when in overnight travel status and the partial day is the day of departure or the day of return, the following applies:

• Breakfast - depart duty station prior to 6:00 a.m.
• Lunch - depart duty station prior to noon (day of departure) or return to duty station after 2:00 p.m. (day of return)

• Dinner - depart duty station prior to 5:00 p.m. (day of departure) or return to duty station after 8:00 p.m. (day of return)

The allowance for lunch will be paid when the cost of lunch is included as part of a registration fee for a formal congress, conference, assembly, or convocation. This assembly must involve the active participation of persons other than the employees of a single State department, institution, or agency and must be necessary for conducting official State business.

Excess for Meals - No excess reimbursement will be allowed for meals unless such costs are included in registration fees.

Family Members - Reimbursement to an employee sharing a room with a relative will be limited to the in-State or out-of-State per night rate for lodging, or the single occupancy rate if excess subsistence authorization has been obtained.

Receipts - Specific dates of lodging must be listed on the reimbursement request, and substantiated by a receipt from a commercial lodging establishment. Receipts for the actual cost of registration must be included with the Request for Reimbursement.

Tips: Meals - The reimbursement rates for meals include tips for table service; any tip given that would cause the total cost of the meal to exceed the allowable amount is not reimbursable.

Tips - Tips for handling baggage at common carrier terminals and tips for the handling of baggage when arriving at or departing from the place of lodging are allowed and must be itemized under Other Expenses on Form AS004. These tips are not counted toward the authorized subsistence rate. A receipt is required for excessive tips.

Personal Expenses - Tips for room service, valet, and other hotel services are not reimbursable. The costs of laundry, entertainment, alcoholic beverages, setups , between meal snacks or other refreshments, and other personal expenses are not reimbursable.

Long Distance Telephone Calls - Employees are not allowed to charge long distance phone calls to the State for calls made of a personal nature. The only long distance calls that are to be paid by the State are those made pursuant to the employee conducting official State business. An employee who is in travel status for two or more consecutive days in a week is allowed one personal long distance telephone call for each two days of travel. Reimbursement to the employee can not exceed $3.00 for in-State calls or $5.00 for each out-of-State call.

Reimbursement - Official phone calls are reimbursable under Miscellaneous . Individual calls must be identified as to point of origin and destination.

Employee Emergency Calls - Employees may use the State network system, State credit card, or may be reimbursed for a personal long distance call(s) if such call(s) is of an emergency nature as determined by the department. An example may be a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans due to unforeseen reasons.

Mobile Telephones - Because mobile telephone charges, cellular and digital, are based on measured use, no personal calls should be made on cellular telephones except in the case of an emergency as determined by the department. Mobile telephones calls to conduct official State business should only be used when more economical means of telephoning are not reasonably available.

If an employee uses his/her personal mobile telephone in conducting State business, the employee may be eligible for reimbursement. In order for the agency to reimburse the employee, the employee must indicate on his/her telephone bill the reimbursable calls, individuals called, the nature of calls and submit the telephone bill to the supervisor for approval. If the supervisor approves the calls as State business related, the agency will reimburse the actual billed cost of the call.

Use of Telephone with Computer Hook-ups - Employees traveling on official State business needing to transmit data via computer should use the most efficient manner available, including services available through the State's Information Technology Service (ITS) access.

Exceptions - Any exception to the rules and regulations as herein stated, except those expressly delegated, must be approved in advance by the Office of State Budget and Management.

IN-STATE

Rates - When traveling in-State, the daily subsistence rate for State officers and employees is ninety-seven dollars and seventy-five cents ($97.75) per day. The subsistence allowed covers the actual cost of lodging, meals and gratuities.

Status - In-State allowances and reimbursement rates apply when employees and other qualified official travelers use hotel and meal facilities located in North Carolina immediately prior to and returning from out-of-State travel during the same travel period.

Lodging Maximum - The maximum allowance for lodging is sixty-three dollars and seventy-five cents ($63.75) when traveling in-State. The actual cost of overnight lodging must be documented by an original receipt, and must take place in a commercial establishment. The actual cost of the room will be reimbursed if the charge is less than $63.75.

Less Than 24-Hour Period - For travel involving less than a 24-hour period, the reimbursement for meals shall not exceed thirty four dollars ($34.00) for three meals. Following is a table of maximum rates for reimbursement:

Breakfast	$ 7.50
Lunch	$ 9.75
Dinner	$16.75
Total	$34.00

WHEN AN OVERNIGHT STAY IS NOT REQUIRED, THE EMPLOYEE WILL NOT BE REIMBURSED FOR LUNCH.

List Meals - Each meal must be listed on the reimbursement request form if the following conditions exist:

• Overnight lodging is not incurred on that day; or

• Travel involves less than a 24-hour period; or
• Excess subsistence is claimed.

When an employee stays or has meals in a State operated facility and the subsistence, meals and/or lodging, charge is less than the established rate, the maximum amount reimbursed will be the amount charged. Lodging expense is not reimbursable in an employee's hometown or city.

OUT-OF-STATE AND OUT-OF-COUNTRY

Rates - When traveling out-of-State, the daily subsistence rate for State officers and employees is one hundred and eleven dollars and seventy-five cents ($111.75) per day. The subsistence allowed covers the actual cost of the lodging, meals and gratuities. When traveling out-of-Country the daily subsistence rate for State officers and employees is one hundred and eleven dollars and seventy-five cents (111.75) per day.

Status - Out-of-State travel status begins the day the University employee leaves the State of North Carolina and remains in effect through the day the employee returns to the State.

Lodging Maximum - The maximum allowance for lodging is seventy-five dollars and fifty cents ($75.50) when traveling out-of-State. The actual cost of overnight lodging must be documented by an original receipt, and must take place in a commercial establishment. The actual cost of the room will be reimbursed if the charge is less than $75.50.

Less Than 24-Hour Period - For travel involving less than a 24-hour period, the reimbursement for meals shall not exceed thirty-six dollars and twenty-five cents ($36.25) for three meals. Following is a table of maximum rates for reimbursements:

Breakfast	$ 7.50
Lunch	$ 9.75
Dinner	$19.00
Total	$36.25

WHEN AN OVERNIGHT STAY IS NOT REQUIRED, THE EMPLOYEE WILL NOT BE REIMBURSED FOR LUNCH.

List Meals - Each meal must be listed on the reimbursement request form if the following conditions exist:

• Overnight lodging is not incurred on that day; or
• Travel involves less than a 24-hour period; or
• Excess subsistence is claimed.

Excess room rates are authorized at double occupancy when more than one employee from the University is making the trip, and it is practical to share a room. Reimbursement to an employee sharing a room with a member of his or her family is limited to the single occupancy rate.

Allowable Items - Normal subsistence rates are based on an estimated cost for lodging plus an estimated amount for meals as indicated in the paragraphs under In-State and Out-of-State and Out-of-Country in this statement. Excess subsistence may be requested because the available lodging, hotel or motel bill, is more expensive than the State allowable amount. Excess subsistence may be requested for meals only on the basis of a printed brochure or document which describes the cost of a special scheduled banquet or luncheon. When claiming excess subsistence for meals, an original receipt must accompany the Reimbursement Request.

Authorization Notice - Authorization, or denial, of a request for reimbursement for excess subsistence will be noted by the University on the Travel Authorization for State and non-State funds.

SIGNIFICANT HOTEL DISCOUNTS AVAILABLE

The University of Cincinnati has recently completed contract negotiations for the 2001 lodging rates available through the State Universities of America (SUA) Hotel Discount Program. Although the program is operated by the University of Cincinnati, we are a member institution of SUA, and, therefore, are entitled to the discount rates.

The current rates are active during the period January 1, 2001 through December 31, 2001, with discounts as high as 56 percent and an average discount of 29 percent.

To learn more about this program and/or to review the list of hotels and locations, go to the SUA website at http://www.purchasing.uc.edu/sua/ . In order to access the hotel prices, you will need to submit the following password when prompted to do so: STSUADISC

To make a reservation at a specific hotel, you or your travel agent should phone the hotel or, if one is provided the 800 central reservation number. Identify the rate by providing the Discount Rate Code indicated under the specific listing. If no Discount Rate Code appears, ask for: "The faculty discount rate for the state universities of America" .

For Starwood Hotels, click on the link on the Index of Locations page to go to the listing on "National and International Chains" page. Then click on the link for the Starwood Hotels to go to their web site. Locate a hotel for the area to which you will be traveling. Phone in a reservation using the Starwood Executive Traveler (SET) Rate Code and the toll free phone number as shown in the SUA listing. The instructions are also available at the SUA web site. These rates are only applicable for University staff and faculty.

Policy 10 - Transportation

GENERAL POLICY

Authorization - Authorization of the mode of travel is to be made by the Chancellor or his/her designee, subject to the regulations stated herein.

Department of Administration Vehicles - As of January 1, 1982, the North Carolina General Statutes, as amended by the 1981 General Assembly, require that State owned motor vehicles (sedans and station wagons used primarily for transporting personnel) be centrally controlled by the State Department of Administration (D.O.A.). These vehicles fall into two categories: first, those automobiles which are housed and maintained at the Appalachian State University Motor Pool and are available for dispatching on a daily or weekly basis. These passenger vehicles are used for official University business or travel. Second, passenger automobiles allotted to the University by the Department of Administration which have been assigned to a department or individual for carrying out official University business. These vehicles are not available to the Motor Pool for daily dispatching.

University Vehicles - These vehicles are utility/delivery cars, maintenance trucks, vans, and buses which are owned and operated by the University.

Regulations and Procedures Designation - Since procedures and regulations governing the operation of the Department of Administration and University vehicles may vary slightly, it will be necessary for purposes of clarity to differentiate between the two in this section. Therefore, references to Department of Administration vehicles will be designated "D.O.A." and those to University vehicles will be designated "University" in the remainder of this section.

D.O.A. and University Vehicle Assignment Priority - D.O.A. and University vehicles are assigned on a priority basis by purpose. These priorities are:

• Priority I - Field Experience Supervision Travel (Academic Budget): This includes travel necessary for the supervision of student teachers, teacher interns, administrative and guidance interns, and the teaching of academic courses in the field.


• Priority II - Administrative Travel (Academic Budget)


• Priority III - Field Based Program Travel (Academic Budget): This includes travel necessary to conduct Cluster Programs, Individual Courses, and Non-Credit Activities.

• Priority IV - Travel involving University programs and agencies funded outside the Academic Budget.

Long Distance Expeditions - Considering resources available to the University, the University Motor Pool cannot support long distance expeditions, usually involving passenger vans. Departments and program areas planning to include trips in their continuing programs should pursue other sources of transportation suitable to their needs.

Trip Cancellation - Due to the demand for University vans and buses, strict scheduling guidelines are necessary. If a van or bus has been scheduled and the trip is canceled, notify the Motor Pool immediately. Failure to notify the Motor Pool two weeks in advance of any canceled trip, will result in a penalty charge equaling 10% of the estimated bill. The estimated bill is based on the round trip miles from Boone to the scheduled destination. For trips occurring in and around Watauga County, an hourly rate will be charged. Cancellations for unforeseen circumstances will be considered individually.

Employee's Duty Station - An employee's duty station is defined as the job location at which the employee spends the majority of his or her working hours. For an employee in travel status, the duty station should be the point where traveling begins the majority of the time.

D.O.A. and University Vehicles - The following regulations apply to all D.O.A. and University vehicles:

• D.O.A. and University vehicles shall be used for official state business only: " G.S. 14-247. Private Use of Publicly Owned Vehicle - It shall be unlawful for any officer, agent, or employee of the State of North Carolina, or of any county or of any institution or agency of the State, to use for any private purpose whatsoever any motor vehicle of any type or description whatsoever belonging to the State, or to any county, or to any institution or agency of the State."
• Drivers shall observe all local and State ordinances pertaining to the operation of motor vehicles. Any fines imposed for violations involving a State vehicle which was under the control of the driver shall be the responsibility of the driver.

• "G.S. 58-194.1. Liability insurance required for State owned vehicles. Every department, agency or institution of the State shall acquire motor vehicle liability insurance on all State owned motor vehicles under its control."

The aggregate limit of liability for any one accident is $2,000,000 for buses, $1,500,000 for minibuses or station wagons used for public livery of more than five people, and $500,000 for all other vehicles.

Any employee desiring additional protection may purchase it as a Drive Other Car endorsement on his or her personal automobile liability insurance policy.

• Hitchhikers - Hitchhikers are not permitted to ride in D.O.A. or University vehicles.
• Relatives - Spouses and children of State employees may accompany them in State owned vehicles, if ample space is available and all travel is strictly for official State business.
• Pets - No animals or pets are allowed in a D.O.A. or University vehicle at any time.
• Non-State Employees - Non-State employees may accompany State employees in State-owned vehicles when they have a business interest in the purpose of the trip and their presence is related to State business. Students of State universities, colleges, and institutions may be passengers in State-owned vehicles to attend athletic events and other activities officially sanctioned by the institution, provided the proper account is reimbursed at the standard mileage cost rate by the student activity fund involved.

Travel at Destination - At the employee's destination, a D.O.A. or University vehicle may be used prudently for travel to obtain meals, but may not be used for private purposes or for entertainment while off-duty. No common carrier or public transportation fares are reimbursable on a trip in which an employee uses a D.O.A. or University vehicle, unless it is shown that such transportation was more economical in a particular situation.

D.O.A. Regulations - The following regulations for operation of vehicles are promulgated by the Department of Administration:

• Permanently Assigned D.O.A. Vehicles - Each vehicle has a Vehicle Travel Log. This three part form is filled out for each trip taken during the day. On the last Monday of each month, two copies of the Log are sent to the Motor Pool, with one copy retained in the travel folder for a permanent record. The driver will also turn in all invoices, charge tickets and reimbursement requests and obtain a new travel log. It will be the responsibility of the driver to insure that all scheduled maintenance is performed at regular intervals of 4,000 miles and within 10 working days of the scheduled maintenance at a garage authorized by the Motor Fleet Management Division. A list of these authorized garages accompanies each vehicle.

• By virtue of his or her position, the employee is entitled to use the vehicle and is so approved and authorized by the Secretary of Administration,
• Employee's duties are routinely related to public safety or are likely to expose them to life threatening situations,
• Employee's home is his or her official work station and the vehicle is parked at home when not being used for official business,
• State owned vehicle is required for a trip the following workday and employee's home is closer to the destination than the regular work station. Also, the employee does not have to report to his or her regular work station before beginning the trip. Frequent occurrence of this situation would require approval.

Repairs to D.O.A. Vehicles - In the event minor repairs (under $200) are needed while away from the University, have the vehicle repaired at the nearest State owned facility or the nearest commercial garage if no State owned facility is available.

For any major repairs (over $200 or tire and battery purchases), call the Raleigh Motor Pool, 919-733-7772, collect, during the hours of 9:00 a.m. to 5:00 p.m. From 5:00 p.m. to 9:00 a.m., call the Office of Public Safety at 704-262-2150, collect, for instructions.

Purchase of Gasoline - Gasoline, oil, and service will be obtained from Motor Fleet Management facilities or other State owned facilities except when circumstances are such that the use of State owned facilities is not practical. When commercial establishments are used for gasoline purchases, all drivers, except those whose physical handicaps prevent them from doing so, shall make purchases of regular unleaded gasoline from self service pumps only.

Reimbursement For Emergency Repairs - Reimbursement for any emergency purchases of gasoline or repairs from personal cash or credit cards will be accomplished by completing Reimbursement Request FM-32 and returning this along with proper receipts to the University Motor Pool. All reimbursement forms will be forwarded to Raleigh on a monthly basis.

Accidents - All accidents , regardless of party at fault or dollar amount of damage, must be reported by completing the Accident Report FM-16 and returning it to the University Motor Pool. Also, any accident in a D.O.A. vehicle should be reported by calling 919-733-4043. This number is listed in the trip report packet.

Fines and Billing - Any fines, parking fees, tolls, etc., are the responsibility of the individual driver or agency to which the vehicle is assigned. These should be turned in on the driver's travel reimbursement form.

Any violation of Motor Fleet Management rules, regulations, policies, and instructions by the assigned driver or agency will subject the assigned vehicle to possible removal from its assignment.

All vehicle mileage charges will be billed to departments at the State established mileage rate.

Reimbursement To The State-Permanently Assigned Vehicles - Individuals with permanently assigned vehicles which are driven between the employee's official work station and home shall reimburse the State for the mileage:

• If the round trip is 13 miles or less, reimbursement shall be for 13 miles times 20 work days per month times the State established mileage reimbursement rate.
• If the round trip is more than 13 miles, reimbursement shall be for the actual round trip mileage times 20 work days times the State established mileage reimbursement rate.

• State approved business requires an authorized trip by vehicle the following work day, the employee's residence is closer to the destination than is the regular work station, and the employee does not have to return to his or her regular work station prior to begin the trip.
• Employees need the use of the vehicle after completion of the regular work day to conduct State business on the same day or before his or her usual working hours on the next work day.

Permanently Assigned Vehicles - For permanently assigned vehicles, the Motor Pool dispatcher will issue a University Trip Log Folder to the driver. Contained in the folder will a trip ticket with the beginning odometer reading already recorded. The driver should return to the Motor Pool at the end of each month to renew the trip ticket.

If the driver is located in a part of the state other than Watauga County, the Motor Pool dispatcher will mail the driver a memorandum requesting the driver to record the vehicle odometer reading as of the end of the month and return all charge slips and sales invoices for service to the vehicle that have occurred during the month.

Single Trip Vehicle Log - For single trip assignments, the Motor Pool dispatcher will give a University Trip Log Folder to the driver. Contained in the folder will be a four part trip ticket with the beginning odometer reading already recorded. It is the driver's responsibility to complete the trip ticket and turn in the University Trip Log Folder to the Motor Pool along with all invoices and charge slips for service to the vehicle that have occurred on the trip. The last copy of the completed trip ticket may be retained by the driver and turned in to his department for use in verification of billing at the end of the month. NOTE : Gasoline, oil, servicing and minor repairs can be furnished by the University Motor Pool on State Farm Road and the State Central Motor Pool in Raleigh for State owned cars at State Motor Pool rates. The State Motor Pool will also furnish, upon request, a list of facilities of the Department of Motor Vehicles and the State Highway Commission at which gasoline and oil can be purchased for State vehicles.

In the interest of economy, all drivers of University cars are expected to use the University credit cards, enclosed in the University Trip Log Folder, for purchase of gasoline, oil, etc., when the University Motor Pool or other State service facilities are not available.

University Vehicle Accidents - All accidents involving University vehicles must be reported to the Office of Public Safety. If the accident occurs on University property, a University Security Officer will investigate the accident and file a North Carolina Department of Motor Vehicles Traffic Accident Report. If the accident occurs off University property, it should be reported to the local law enforcement agency of that area, in addition to the Office of Public Safety. The local law enforcement agency will investigate the accident and file a Traffic Accident Report. The driver must then fill out the Accident Report that is in the travel folder.

The Accident Report original must be submitted to the Office of Public Safety upon returning to campus, and the copy must be submitted to the University Central Motor Pool. The Office of Public Safety will contact the investigating law enforcement agency to obtain a copy of the Traffic Accident Report. In either situation it is the responsibility of the Office of Public Safety to inform the University's insurance company that an accident has occurred.

Incapacitated Vehicles - In the event that a University vehicle is incapacitated and cannot be driven back to campus, the following policies apply according to the particular situation:

• If the accident occurs in the Boone area between the hours of 8:00 a.m. and 5:00 p.m., the driver should call the University Motor Pool who, in turn, will arrange for wrecker service and transportation for the driver.
• If the accident occurs in the Boone area during hours other than those stated above, the driver should call the Office of Public Safety at 262-2150. If a telephone is not available, the investigating law enforcement officer can accomplish this by radio. The driver should give the individual answering the telephone the following information: (a) driver's name; (b) the nature of his emergency; and (c) his/her exact location.

If for some reason assistance cannot be obtained through the University Emergency Number, the driver should ask the investigating officer to contact a local wrecker service to remove and store the damaged vehicle. The driver must then contact the Office of Public Safety the following working day to notify the University of the accident.

UNIVERSITY MOTOR POOL COST SCHEDULE

The University operates the Central Motor Pool to provide vehicle services to the various campus departments and agencies. The pool consists of a fleet of sedans, vans, and buses. A mileage rate is charged for each type of vehicle to cover the cost of fuel, tires, and other operational expenses along with a replacement reserve for buses.

Category	Current Rate
Buses	$1.25/mile and $20/hour
Vans (8 and 15 Passenger)	$.39/mile or $20/day whichever is greater (Includes  weekends)
Vans with Motor Pool Driver (8 and 15 Passenger)	$.39/mile and $20/hour
Box Van	$.40/mile or $20/day whichever is greater
Box Van with Motor Pool Driver	$.40/mile and $20/hour
Sedans, Station Wagons and Mini Vans	$.35/mile or $20/day whichever is greater
Sedans, Station Wagons and Mini Vans with Motor Pool Driver	$.35/mile and $20/hour

Vehicle mileage rate and the drivers subsistence will be charged to the user on all trips requiring the services of a Motor Pool driver .

Transportation by Personal Vehicle - Use of a personal vehicle requires approval of the department head or his/ her designee. Actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination and return. The business standard mileage rate set by the Internal Revenue Service, currently at forty and a half (40.5) cents per mile, will be paid. Parking fees, tolls, and storage fees are reimbursable. Receipts are required. Private car mileage is .25 cents. If a traveler requests a motor pool vehicle and is denied, they can be reimbursed forty eight and a half (48.5) cents if the motor pool rejection slip is attached to their travel reimbursement form.

Departments may reimburse employees at the IRS statutory rate 48.5 cents per mile when using their personal vehicle for state business; when the round trip does not exceed 60 miles.

TRAVEL TO TERMINAL

Reimbursement for travel between the employee's duty station and the nearest airline terminal and for appropriate parking may be made under the following circumstances. For travel by:

• Airport limousine - one round trip limousine fare.
• Taxi - limited to reimbursement rate for use of private vehicle.
• Private Car - Private car mileage is .25 cents. If a traveler requests a motor pool vehicle and is denied, they can be reimbursed forty eight and a half (48.5) cents if the motor pool rejection slip is attached to their travel reimbursement form.

 

• Airport limousine - receipt required
• Bus - receipt required
• Taxi - receipt required when limousine service is not available, actual fare to and from the airline terminal.
• Rental vehicles - may be used as a last resort and a receipt is required for reimbursement.

COMMERCIAL AIRLINES (COMMON AIR CARRIER)

Air Coach - Tickets for commercial air travel should be purchased by the traveler and payment can be made in the following ways:

• Traveler's personal credit card
• Charge the ticket to the University ( See TRA Proced 2 )

Penalties and Charges Resulting from Cancellations - Penalties and charges resulting from the cancellation of airline reservations or other travel reservations shall be the department's obligation if the employee's travel has been approved in advance and the cancellation or change is made at the direction of and for the convenience of the department. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee's obligation to pay the penalties and charges. However, in the event of accidents, serious illness, or death within the employee's immediate family, or other critical circumstances beyond the control of the employee, the department shall pay the penalties and charges.

Super Saver Rates - When traveling by common carrier to conduct official State business, employees traveling to their destination earlier than necessary and/or delaying their return to avail the State of reduced transportation rates may be reimbursed subsistence for additional travel days if, in the opinion of the department head or his/her designee, the amount saved due to the early and/or delayed travel is greater than the amount expended in additional subsistence. When the reduced airfare rates require staying overnight one Saturday night, to be eligible for reimbursement, the State employee must stay overnight on the Saturday closest to the first or last day of official State business to which the employee is attending.

Frequent Flyer Miles - Frequent flyer miles earned by a State employee while traveling on State business at State expense are the property of the State. Frequent flyer miles accumulated by an individual State employee during previous State business trips should, to the extent possible, be used by the State employee accumulating the frequent flyer miles while traveling on future State business trips.

Coupons or Certificates for Reduced Air Fare - Coupons or certificates for reduced air fare if acquired by a State employee while traveling on State business at State expense are the property of the State and should be used, to the extent possible, by the State employee on future State business trips.

Transportation by Chartered Aircraft - The use of charter aircraft must be approved by the Chancellor or his designee. The following must be substantiated and put in writing:

• A State aircraft is not available or appropriate for the size of the party traveling to the destination airport.
• The use of a charter flight is more economical than a commercial flight.
• The use of a charter flight is necessary because of unusual travel circumstances.

• The use of the aircraft owned by the State employee is necessary because of unusual travel circumstances and is not for the sole convenience of the employee who owns the plane.
• The use of the aircraft, owned by a State employee, at the rates published below is cheaper than any other method of air travel.
• The allowable reimbursement rate for aircraft owned by a State employee is $.68 per mile per passenger.

The actual cost of taxi and shuttle service fares is reimbursable when required for travel on official University business. Taxi fares are not reimbursable for intercity transportation except in emergencies when a less expensive mode of transportation is unavailable within a reasonable period.

Intercity Travel - Rental car charges are reimbursable when required for intercity travel only when no alternate mode of transportation is practical. No reimbursement may be made for the use of a rental car in State when a State car or private car is available.

Rental Car Authorization - Use of rental cars must be authorized by the University on the Travel Authorization Form.

Personal use or a combination of business and personal rental has the potential to cause serious insurance, liability and billing problems.

State Contract - The Division of Purchase and Contract of the State of North Carolina has an agreement with Alamo, Avis, Budget, Dollar, Enterprise, National, Triangle and Thrifty Corporations to provide vehicle rental services for employees traveling on official business. Enterprise Car Rental is the only State Contract supplier with a local office. For specific rental car information, please go to following web site:

http://www.doa.state.nc.us/PandC/975a.htm

INSURANCE

Insurance Related to Rental Cars - Liability coverage: The State's auto liability will pay, within contract limits, claims made by persons who suffer personal injury or property damage arising from an accident involving a car rented by an authorized employee if the accident occurs while that employee is traveling on official business. This coverage is deemed adequate by the State, thus no employee may be reimbursed for purchase of other auto liability coverage to apply to the rental, such as is typically offered.

Collision Coverage - Collision coverage to pay for repair or replacement of vehicle damaged in accident is not provided automatically by the State. Appalachian State University is self insuring.

An employee who accepts the collision damage insurance offered by the rental car agency will not be reimbursed for premium costs incurred by the employee under the rental contract; such insurance should be declined .

One Way Rentals - The rental companies have varying regulations with regard to returning rental cars to the originating location. If one way rentals are desired, check with the rental company before reserving a rental car.

Policy 11 - Assemblies Sponsored by State Agencies

SPONSORS

Definition of Formal Meetings - Assemblies sponsored or co-sponsored by a State agency, such as the University, are considered formal when they meet the following limitations:

• There are a substantial number of participants, with at least twenty-five percent (25%) of the participants coming from outside the local area.
• The assembly is planned in detail in advance, with a formal agenda or curriculum.
• There is a written invitation to participants, setting forth the calendar of events, the social activities, if any, and the detailed schedule of costs.

State Facilities - Whenever feasible, assemblies should be held in facilities owned by the University or another State agency. When necessary, non-State facilities may be rented and the cost charged to Rental of Conference Room without allocation to participants daily subsistence allowance.

Funding - If the subsistence is to be paid from State funds, each University participant should submit a Request for Travel Authorization to the Controller's Office three (3) weeks in advance of the assembly.

When assemblies are to be held under the sponsorship of the University and the funding for all participants is budgeted, lump sum payments to a conference center or a service organization may be made. Prior approval must be authorized by the Controller's Office for this method of payment. Requests for approval must include:

• The purpose and duration of the assembly,
• The number of persons expected to attend,
• The specific meals to be served at the assembly,
• The approximate daily subsistence cost per person; and
• The name of the conference center, hotel, caterer, or other organization providing the service.

Payment will be made only when an itemized invoice approved by Controller's Office is submitted, with a list of the names, addresses, and affiliations of those attending.

Meals - It is the responsibility of the participating University departments to insure that reimbursement for meals included in the lump sum is not also included in the reimbursement payments made to the individual participants.

Registration Fees - Registration fees may be charged by the University to participants for costs of the assembly. Registration fees may not include costs of entertainment, alcoholic beverages, setups, or flowers. Registration fees collected and not used to defray expenses of the particular assembly may not be used for other programs and must revert to the general fund. If any portion of the registration fee is to be used to defray meal costs, it is the responsibility of each University department to insure that employees are not reimbursed for the same meals charged in the registration fees.

Refreshments, i.e., coffee, soft drinks, cookies, doughnuts, may be served at official board meetings. Reimbursement may be paid from State funds for actual cost not to exceed $4.00 per member and required staff, per meeting per day. Required Staff shall be defined as an employee who, in the regular course of his duties, is expected to attend the meeting and any other employee whose presence is necessary to accomplish a purpose of the meeting.

Expenses - Reimbursement of expenses of State employees or payment of expenses incurred on behalf of State employees participating in any formal conference, school, convention, workshop, institute, seminar, or other organized gathering sponsored or co-sponsored by the University or other State agency shall be in accordance with all provisions of these travel regulations and shall be based on in-State rates.

Policy 12 - Informal Meetings

GENERAL

No Reimbursement - Meetings or training programs which do not meet the criteria of Policy Statement 11, Assemblies Sponsored by State Agencies, are defined as informal meetings. Except as noted below, no State employee within ten (10) miles of his duty station may be reimbursed for personal subsistence expenses incurred while at an informal meeting, entertaining, or dining with another person with whom the employee may be conducting State business.

EXCEPTIONS

Some Exceptions - State employees who are elected by a vote of the people or appointed by the Governor, the President of the University of North Carolina, and the Chancellors of the constituent institutions of the University, may be reimbursed from State Funds for costs of meals for themselves and non-State employees who are their guests, when accompanying them in the course of conducting official State business. Such meals are subject to the limitations on amounts contained in these regulations.

MEALS FOR GUESTS

Meals for guests of the University may not be paid for with State Funds. Payment for these meals should be prearranged with the appropriate vice chancellor.