HAPPI Roadshow Policies and Procedures

Staff Travelers

• Must submit travel submission form on website 1 week in advance.
• Car Rental: NC-HCAP will coordinate transportation and send rental car pickup/dropoff details prior to travel date.
• According to UNC Chapel Hill finance and operations,
  • University travelers are encouraged to use a State-owned vehicle or vehicle leased through a state contract.
  • When a personal vehicle must be used, the allowable business standard mileage rate is 5 cents/mile for trips that do not exceed 100 miles.

• Hotel trips that utilize personal vehicles and exceed 100 miles per trip, the employee shall be reimbursed at 33 cents a mile.
• Hotel & Food: NC-HCAP will reimburse the total of hotel and food expenses. Overnight hotels will be reserved by the NC-HCAP office and you will be able to pay at the hotel upon arrival. If you have a cooperate card, please use your cooperate card for your expenses and return receipts to NC-HCAP within three days of travel.
• According to UNC Chapel Hill finance and operations, the following list details the various rates of subsistence per day for travel related expenses.

Student Travelers

• Must submit travel information form on website 3 weeks in advance.
• Car Rental: NC-HCAP will coordinate a rental car for student ambassadors who require transportation, and carpool to the Roadshow location. Student ambassadors do not need to put additional gas in the car before returning it. Enterprise will pro-rate gas and the bill to NC-HCAP Office.
• Hotel & Food – A Cash Advance will be provided for hotel accommodations and food per diem if applicable. A cash advance is a check provided to cover the cost of traveling. Cash advances will be available for pick up 1 day before the day of travel. If you do not use all of the money given, you are required to give the left over money back to the NC-HCAP office along with all receipts within 3 days of travel.
• According to UNC Chapel Hill finance and operations, the following list details the various rates of subsistence per day for travel related expenses.

• According to Policy Statement 1302 – University of North Carolina at Chapel Hill Policy on Statutory Provisions and Maximum Rates for Travel, University travelers may claim reimbursement for the following meals, if:
  • Breakfast: depart duty station prior to 6 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).