All travel related to University business should be processed using the Chrome River software platform. If you do not have access to Chrome River, please click on this link (HelpWithTravel) and complete as much of the form as possible.
What to do when you know you’re going to be traveling for the University
- Create and submit a pre-approval in Chrome River making sure to include all possible estimated expenses. Be sure to include backup providing proof of the necessary travel, which would include (but is not limited to) an overview of the conference from the conference website; overview of the training; or invitation that you received to present a paper; etc.
- Traveling without a pre-approval is against State Policy.
Per Diem Rates (meals and lodging)
NOTE: Per diem meals are only allowed during overnight stay.
| Description | In State | Out-of-State/ International |
| Breakfast (must depart prior to 6am) | $10.10 | $10.10 |
| Lunch (overnight travel only – must depart prior to noon/return must be after 2pm) | $13.30 | $13.30 |
| Dinner (must depart prior to 5pm/return must be after 8pm) | $23.10 | $26.30 |
| Lodging | $89.10 | $105.20 |
Ground Transportation (rentals, mileage, and state vehicles)
As per OSBM policies 5.0.2 and 5.2.13 “it is the intent of the State that state employee travel shall be conducted in the most efficient manner and at the lowest most reasonable cost to the state. With regard to passenger vehicle travel, whether in or out of state, agency travel policies shall:
- Maximize utilization of state-owned vehicles (motor pool)
- Make use of state term contracts for short-term rentals (State Term Contract 975B Vehicle Rental Services), and
- Reimburse for use of personal vehicles”
UNCA employees should consider the lowest cost option for their ground transportation when making their travel plans.
- Rental Vehicles must be obtained through the State’s Term Contract utilizing Enterprise/National Rental using this Rental Link.
- Agency owned vehicles (motor pool) can be secured through the campus Motor Pool.
- Mileage will only be reimbursed when driving your personal vehicle. The standard rates set by the Internal Revenue service (effective at UNCA Asheville as of January 12, 2024) are $0.67 per mile.
Advance payment directly to the vendor
The preferred method of payment for travel is the University TCard. In the event that a vendor will not accept a University TCard, UNC Asheville can pay a vendor directly in advance for your travel as long as the vendor will accept a University check. If you do not have a TCard or you need to pay a vendor directly, please initiate a HelpWithTravel request for assistance
Travel purchasing card “T-Card” (requirements and manual)
UNCA offers a travel purchasing card (T-card) for permanent faculty/staff that travel overnight. If the supervisor is in agreement with the faculty/staff member receiving a card, the form can be completed and emailed to Catherine Mallon, Travel Accountant at cmallon@unca.edu. Click below for the form:
Instructions for Travel Reimbursement
Both Pre-Approvals and Expense Reports must be generated using the automated expense software platform Chrome River. If you do not have access to Chrome River, please contact the Travel Office by initiating a HelpWithTravel request. In order to qualify for reimbursement of expenses, a Pre-approval request must be submitted and approved prior to creating an expense report.
All expense reports must be submitted within thirty calendar (30) days from the return date of the travel event.
All expenses (other than per diem meals) must be supported by a detailed receipt in order to be considered for reimbursement and must show a $0 balance (this include hotel receipts).
Chrome River Training
Contact Catherine Mallon by initiating a HelpWithTravel request for upcoming dates and times for training.