Facilities Services: Travel-Training Policy

This policy outlines the process and criteria for requesting, approving, and funding official business travel and professional development activities for Facilities Services staff, including allowable expenses and reimbursement procedures.

Unit Policy

Title

Facilities Services: Travel-Training Policy

Introduction

Purpose

Scope

Policy

Description

Facilities Services supports professional development and training for all members of the department as it relates to knowledge, skills and abilities related to their job responsibilities. Facilities Services also supports and allows educational leave for attendance at approved meetings, institutes, conferences and workshops. Further, Facilities Services provides administrative funding for such training activities, funds permitting.

Procedure

Requests for university funded professional development include:

• Requests by the Associate Vice Chancellor for Facilities Services, an Executive Director, Departmental Director, an Assistant Director, Superintendent, a Supervisor, or a Zone Manager that a Facilities Services staff member attend a professional meeting, institute, workshop or other professional activity, i.e. "Travel/Training."
• Training or professional development requests initiated by individual Facilities Services employees that are primarily programmatically based, directly related to the individual's organizational responsibilities, or are related to Facilities Services' mission.

Approval of travel/educational leave for Facilities Services staff to attend meetings, institutes, workshops or other professional development activities is granted by the employee's supervisor, next level manager, Department Head and/or Associate Vice Chancellor for Facilities Services (if appropriate) and is contingent upon a variety of conditions including the following:

• The time off to attend a meeting does not interfere with the functioning of the department and/or work unit or the accomplishment of its work objectives.
• The relationship or importance of the function to the person's job assignment and the benefits derived by the individual and the Facilities Services organization.
• The number of individuals requesting to attend a single meeting/class/workshop/ seminar.
• The demonstrated record of achievement or professional development resulting from an individual's prior participation in professionally related extracurricular activities.
• The number of educational leave requests previously approved for an individual.
• Advance submission of request (normally 30 days in advance).

All training/travel must be approved by the Executive Director or Associate Vice Chancellor for Facilities Services in advance of travel arrangements.

Funding Sources

• All expenses not specifically authorized in advance are the responsibility of the Facilities Services staff member.
• Approved administrative attendance at professional functions will be charged against the Facilities Services-wide administrative Travel/Training budget. The amount available in this budget is determined annually.
• There is no central Training/Travel account number. A portion of the budget assigned to each department's account number(s) is set aside for this purpose and managed centrally by the Facilities Services Training Specialist. Each department has a trained travel coordinator who will assign the appropriate FRS charge account. As a general rule, unless directed otherwise, use an account that begins with a ledger 3-xxxxx.

Criteria for Funding

• When the Facilities Services Administration requests that an individual attend a meeting, training, or other event due to its direct applicability to the individual's role/responsibility in Facilities Services, the leave will be coded "training" in AiM.
• Individuals who request to attend a meeting may be funded from the central training budget depending upon the perceived benefit to Facilities Services and the individual, the amount of allocations already received by the individual during the current fiscal year, etc.
• If the Facilities Services Training Specialist or the Associate Vice Chancellor for Facilities Services, or an Executive Director elects to support partial funding for a self-initiated activity, Facilities Services may provide additional or matching funding in support of that activity, including leave coded as "training."
• Funding amounts for training requests will be allocated on an individual basis.

Procedures for Requesting Funding

1. Requests to participate in a professional development activity by the individual are submitted to the appropriate Executive Director or Associate Vice Chancellor for Facilities Services through the appropriate Departmental Travel Coordinator with information describing the meeting/event, level/type of participation of the individual, dates, place, all costs and justification as required.
2. The Departmental Travel Coordinator prepares the "Travel/Training Request" form. This form must be completed entirely, with all necessary signatures and approvals, 30 days in advance of training dates. Travel authorization may be denied if proper notice is not received. Advance planning allows the traveler to obtain the best rate for registration and other transportation costs. Day trips for meeting or conferences with minimal costs can be requested and approved with less than 30 days' notice.
3. The Executive Director shall respond to the applicant and the Departmental Travel Coordinator, to inform them of the decision to recommend or not to recommend the professional development activity.
4. If the request is approved, the Departmental Travel Coordinator forwards the original and a copy of the Travel/Training Request to the Facilities Services Training Specialist who will approve/disapprove the request based on validity of training.
5. If the training is approved by the Facilities Services Training Specialist, funds are encumbered via accounting code assignment by the Training Specialist.
6. Approvals are communicated by return copy of all forms to the Departmental Travel Coordinator.
7. All approval levels are required as noted on "Travel/Training Request." [See appendix A].
8. Once the individual requester has obtained full authority and support, the requester is now expected to complete the requested travel/training. In the event of cancellation on the part of the individual requester, communication must be made in advance of the event to the Departmental Travel Coordinator and the Training Specialist.
9. Once the travel/training is complete, the individual requester submits receipts to the Departmental Travel Coordinator for reimbursement, following University travel procedures. (Please see 1501.5 - Procedure on Per Diem Rates for allowable subsistence rates.)
10. Facilities Services staff members who have been granted educational leave, with or without departmental funding, to attend professional development functions are expected to complete agreed upon reporting or other outcomes as determined in advance with the Executive Director or Training Specialist upon completion of or return from the activity.

Allowable Charges

For a complete list of allowable charges see the University's 1501 - Policy on Business Travel.

Transportation

Travel reimbursement rates are set by the University Finance Division. To verify reimbursement rates, please see the University travel policy on the Finance Division's website: 1501.7 - Procedure on Travel Expenses and Reimbursements

• If traveling by car, one must attempt to use a state vehicle or provide an acceptable justification for using a personal vehicle. If the justification is not approved, the traveler will be reimbursed at the lower of the two University rates according to UNC policy.
• If renting a car, justification must be provided and approved in advance of travel.
• If traveling by air, reservations can be made by the Departmental Travel Coordinator using UNC's CABS system (Central Airfare Billing). This system charges the flight(s) directly to the travel account specified. One may also reserve a flight using the traveler's University-issued Diner's Club Card or personal resources. However, one cannot be reimbursed until after travel if using these latter methods.

Lodging

When choosing a hotel, refer to the rates allowed by current UNC travel policies: 1501.6 - Procedure on Lodging Accommodations

If these rates are exceeded, a justification must be provided. (For examples, see Appendix B).

Meals

Meals are reimbursed at a per diem rate. Retaining meal receipts is not required. The current rates for reimbursement are available in the UNC Travel Policy 1501.5 - Procedure on Per Diem Rates.

Related Requirements

External Regulations

• 1501 - Policy on Business Travel
• 1501.5 - Procedure on Per Diem Rates
• 1501.6 - Procedure on Lodging Accommodations
• 1501.7 - Procedure on Travel Expenses and Reimbursements

Contact Information

Primary Contact

Name: Howard Wertheimer

Telephone: 919-962-3456

Email: werthy@unc.edu