In general, UNCSA can schedule and pay for guest artist travel so that you don't need to pay out of pocket. However, some guests find it preferable to book their own flights or ground transportation, especially if you are enrolled in rewards programs for particular vendors. 

We are often able to reimburse for work-related travel expenses. There are some restrictions and guidelines guest artists should be aware of when expecting reimbursement. Please see individual headings on this page for policies relating to gratituty, travel class, and meals.

Timeline for reimbursements:

• Once all receipts and applicable travel documentation are received, we will submit for reimbursement in the next available check run. Please note:
  • Reimbursements are subject to the university accounts payable check run schedule. 
  • Holiday schedules can affect timelines.
  • Generally, allow 2-3 weeks for processing outside of the school holiday schedule.

If you prefer to schedule your own flight, please note:

• Guests typically fly in and out of Piedmont Triad International Airport in Greensboro (GSO). 
  • See "Ground Transportation" below for information about car services.
• The State only allows us to reimburse up to the cost of a regular flight, not an upgraded class. 
  • You may still book a First or Business Class flight if you prefer. You will be responsible for the difference between the cost of your ticket and the cost of a Main Cabin ticket on the same flight.
  • Airlines may refer to this fare as Main Cabin, Basic, or Economy.
    • Flights classified as "+" - for example, "Main Cabin+" would be considered an upgraded class.
• As soon as possible, please forward your itemized receipt and your flight itinerary to the UNCSA contact handling your visit. 

Guest Artists arriving by airplane:

• The Guest Artist Coordinator will schedule a car service from the airport to campus or your hotel and back. 
  • Our usual service is Airport Connection Express, ACE Transportation. 
  • We will provide flight information to ACE. The owner requests guests' cell phone numbers to coordinate directly with you on exact times. 
  • ACE bills UNCSA directly, so guests are not responsible for payment. If you feel they provided exceptional service, you may offer a gratuity, but this will not be reimbursable. 

Other car services:

• You may be reimbursed the cost of car service to and from your home airport, as well as car service to get from your hotel to campus or other work-related travel. 
  • For reimbursement, you'll need to provide an itemized receipt for the travel. 
  • Note: the State allows reimbursement of gratuity up to $5 or 20%, whichever is less. This is regardless of the cost of service.
    • You are welcome to provide whatever gratuity you feel is appropriate, but you will only be reimbursed according to these State guidelines.

Guests who wish to drive their own car:

• You may be reimbursed the State mileage rate for driving a personal vehicle. 
  • This is calculated automatically using a map from your home address to campus and/or hotel. 
  • See the UNCSA Accounts Payable & Travel page for the current rates and guidelines. 
• You do not need to provide receipts for fuel for travel in a personal vehicle.

Guests using a rental car:

• Rental cars are booked through university-contracted vendors. 
• Guidelines:
  • Guest must be at least 25 years of age.
  • Must have valid driver's license at the time of the booking. 
    • A picture of your license will be required.
  • Car is Standard Vehicle classification or below.
• You may be reimbursed for the cost of fuel, with itemized receipts. 
• You may also be reimbursed for any tolls that are required on your journey.
  • Please note that optional tolls like "Fast Lane" use are not reimbursable.

UNCSA will book lodging accommodations with select vendors that provide a contracted rate. If you require specialized accommodations, please let us know. 

• Let us know about any required ADA accommodations.
• Please note that UNCSA is not authorized to pay pet deposits or other pet-related costs.

These vendors will bill UNCSA directly, so you will not need to provide receipts. Please reach out to your UNCSA contact for special circumstances.

Guest artists visiting for shorter periods are likely to have most meals provided. The hotel provides breakfast, and often, lunch and dinner will be paid for by faculty and students. 

Any meals during the work period that are not provided by the university may be reimbursed as a per diem via the current State rates. 

• See the UNCSA Accounts Payable & Travel page for the current rates and guidelines. 
  • Applicable rates pasted below.
• Please note that the time periods, including the travel period, are automatically calculated as mandate by the state. 
  • Receipts are not required for per diem meal reimbursements.