Departmental Travel Information

Instructions And Forms For Department Personnel

Important information you need PRIOR to planning your trip

• Airline Reservations and Fees
• Meals
• Parking
  • Make sure you keep your receipt for parking. This may not be reimbursed if you do not have the receipt and you only have a memo. A receipt for parking is required.
• Transportation by Vehicle

• Travel Request Form
  • Travel Advance Form – Before Trip (Submit Travel Advance Form for conference registration fees before trip).
    • Conference registration fees are an allowable business expense for University employees. The registration fees may be paid directly to the conference prior to attendance by submitting a travel request form along with a copy of the conference brochure showing the fees and the various other elements of cost included in the registration fee.
    • Registration cost reimbursements prior to the event are no longer allowable under Travel rules. If a traveler chooses to pay for conference registration with their own monies, Travel Services may issue the amount as a Travel Advance to reimburse the cost only if there is a justification.
    • To learn more about the policy update on registrations and policy exceptions, please go to: Policy 1309 – Registration Fees
  • Travel Expense Form – After Trip (Submit Travel Expense Form with receipts after the completion of the trip).
    • Traveler is required to submit travel expenses within 30 days of the completion of the trip. If travel expenses are not submitted within 30 days of the completion of the trip, in order for the traveler to be pay this reimbursement, there must be an explanation as to why this travel was not submitted within the 30 day time frame. This is the university’s policy form Section 5.0.2 section of the State of NC Manual.
    • To learn more about the policy update on registrations and policy exceptions, please go to: Procedure 1308.1 – Reimbursing Travel Expenses
• Central Airfare Billing System (CABS)
  • CABS Information
  • CABS Authorization Form

• Hotel Information
  • Carolina Inn (Approximately .25 mile from Computer Science).
    • Carolina Inn Room Reservation Billing Authorization
  • Hampton Inn & Suites Chapel Hill-Carrboro Downtown (Approximately .5 miles from campus)
  • Rizzo Center (Approximately 2 miles from campus)
  • Aloft Chapel Hill (Approximately 1.5 miles from campus)
  • Courtyard By Marriott Chapel Hill (Approximately 2 miles from campus)
  • Days Inn (Approximately 2 miles from campus)
  • The Franklin Hotel (Approximately 1.6 miles from campus)
  • Hampton Inn & Suites Chapel Hill (Approximately 3.5 miles from campus)
  • Holiday Inn Chapel Hill (Approximately 2 miles from campus)
  • Holiday Inn Express (Approximately 3.5 miles from campus)
  • Quality Inn Chapel Hill (Approximately 2 miles from campus)
  • Residence Inn by Marriott (Approximately 3.1 miles from campus)
  • Sheraton Chapel Hill Hotel (Approximately 2.5 miles from campus)
  • The Siena Hotel (Approximately 1.5 miles from campus)
  • Airbnb (Third Party Lodging)
    • It is required that Travel Services authorize any request for Lodging in a Third Party Establishment PRIOR to your trip. For reference, please see “Third Party Lodging” in the Finance Policies Procedures Manual.
    • Submit the Non-Hotel Lodging Authorization Request form with the Travel Expense Form.
      • 1305.1.1f – Non-Hotel Lodging Authorization Request
• International Travel Information
  • Currency Converter – https://www.oanda.com/currency/converter/
  • Foreign Per Diem Rates by location – https://aoprals.state.gov/web920/per_diem.asp

Instructions And Forms For Non-Department Personnel

• Non-Employee
  • In order to be reimburse for services or travel expenses all vendors will need to submit a W-9 (Domestic vendor) or W-8BEN (Foreign vendor with a copy of Foreign Vendor Creation Form, passport and visa).
  • Principal investigator (PI) sponsor of the trip will need to submit an  “Outside Party – Individual” Certification Form for the non-employee traveler. This for will need to be submitted with the W-9 or W8BEN form in order the add the non-employee traveler (vendor) to the ConnectCarolina System.
• How to Process Payments and Reimbursements to Independent Contractors
  • Independent Contractor
    • 708  – Independent Contractor Policy
    • 708.1 – Independent Contractor Predetermination Process
    • 708.2 – Paying an Independent Contractor
• Procedure 1301.2 – Reimbursing Student, Non-Employee Travel
  • Travel expenses for non-employee travel will be submitted after the completion of the trip. All expenses of the travel will need the approval of the principal investigator (PI) of the fund or the department head.
  • The non-Employee traveler will need to submit the Travel Expense Form with receipts after the completion of the trip.
• NC-4 (Employee’s Withholding Allowance Certificate) Form (PDF File)

Miscellaneous

• Local Hotels
• Information on International Visitors
• Airlines Serving Raleigh-Durham International Airport
• Transportation (Taxis, Car Rental, Shuttles)
• CAS – Undergraduate – Funding to Present at a Conference
  • http://undgrares2020.sites.unc.edu/students/funding-opportunities/conference-travel-award/
• GPSF – Travel Awards
  • http://gpsf.unc.edu/gpsf-funding/travel-awards/