Travel Guidelines
For UNC-Chapel Hill Faculty and Students
Effective January 1, 2007
The NC AHEC Program currently assists in supporting the travel needs of faculty, staff, residents, and students from 23 UNC-Chapel Hill schools and departments. These activities include resident and student rotations to sites away from the academic health science centers, as well as faculty and staff travel to continuing education programs, technical assistance visits, specialty clinics, and other teaching and program activities.
If you have any questions concerning AHEC travel policies and procedures or would like to receive a copy of the guidelines brochure, please contact the NC AHEC Program Finance Office at 919-966-0810.
Some of our travel polices have changed, so please read all sections carefully and call the AHEC Program Office with any questions or clarifications. Keep in mind that AHEC support is intended to assist both students and faculty with travel expenses incurred while participating in approved educational programs. AHEC support is not intended to cover all expenses.
The following guidelines apply to UNC-Chapel Hill faculty, students and residents.
Student Travel
AHEC travel reimbursement policies are contingent on available state funding. As of July 1, 2003, student travel is not eligible for mileage reimbursement.
Student Housing
When AHEC housing is available, students are requested to use this lodging. Students choosing not to utilize available AHEC housing are then responsible for securing and paying for their own lodging.
When AHEC housing is not available, UNC-Chapel Hill students are eligible to receive housing assistance @ $11.00 per night for the duration of their clinical rotation. To be eligible for lodging expenses, the housing should be at least 100 miles (round trip) from Chapel Hill or residence of the student. The AHEC Program Office will reimburse for students in Public Health, Allied Health, Dentistry, and Nursing. For medical, nurse practitioner, and pharmacy students completing approved rotations under the Office of Regional Primary Care Education (ORPCE), the AHEC in which the rotation occurs is responsible for providing the $11.00 per night lodging assistance. Questions regarding reimbursement for all other disciplines/students should be directed to the AHEC Finance Office prior to the rotation start date.
Exceptions to any of the above rules will need approval from the AHEC Program Office at least two weeks prior to the rotation start date.
Faculty and Staff Travel
AHEC travel reimbursement is provided for faculty/staff activities which are consistent with the AHEC Program Work Statement Definitions and fall within the specific work agreement for each school or department. If activities conducted by a school or department with an AHEC are supported with non-AHEC funds (i.e. contracts, grants, clinical income, fees, or honorarium,) the travel associated with those activities is not usually reimbursed by the AHEC Program. If there are questions about whether travel for specific activities is reimbursed, faculty are requested to contact the AHEC Program Office prior to conducting the educational activity.
Travel reimbursement is provided for AHEC liaisons and other faculty when they attend meetings or conferences at the request of the AHEC Program Director. Reimbursement is not provided by AHEC when faculty attend professional meetings or conferences for their own development.
Faculty, staff and resident travelers are obligated to use a state car whenever possible. If you choose to drive your own vehicle, and a state car is available for use, the reimbursement rate is $0.25 per mile. In some situations, travel by personal vehicle is reimbursable at $0.485 per mile, with a written justification. Reimbursed mileage is based on NC DOT's 2006 State Transportation Map's Mileage Chart.
Reservations for the UNC Motorpool cars (for AHEC-related business) should be made by calling the Medical Air Operations office at Horace Williams Airport at 962-5207. Travelers are not to call Motorpool directly.
Faculty & Staff Lodging
Lodging expenses for faculty/staff will be determined on a case by case basis. Prior approval should be requested.
Other Guidelines
The AHEC Program Office does not cover rental car expenses for any student or resident. If faculty and staff require the use of a rental vehicle, prior approval must be obtained from the AHEC Program Office (if possible) or justification given if prior approval cannot be obtained.
A time limit of three months is allowed for submitting reimbursement requests; e.g. receipts/reimbursement requests for travel completed in April must be submitted no later than July.
Please ensure all faculty, staff, students, and residents are aware of the travel rules and regulations BEFORE initiating AHEC trips or rotations. This will help minimize complaints directed to the AHEC Finance Office and reduce the risk of misunderstanding and confusion.
Per Diem Allowances |
||
|---|---|---|
| In-State | Out-of-State | |
| Breakfast | $7.00 | $7.00 |
| Lunch | $9.25 | $9.25 |
| Dinner | $15.75 | $17.75 |
| Total Meal | $32.00 | $34.00 |
| Lodging | $59.75 | $71.00 |
| Total | $91.75 | $105.00 |
Please Note: Lunch expenses are not reimbursable on one-day trips. Travelers leaving before 6:00 am or returning after 8:00 pm may request breakfast or dinner reimbursement by filling out the information on the travel reimbursement request.
AHEC travel reimbursement policies are contingent on available state funding. If you have any questions or comments, please do not hesitate to call Pratyush Mehta at 966-0810 at the NC AHEC Program Office.