Travel Reimbursement and Check Request Procedures

Faculty Development funds must be expended within one year of the date of the award letter. All expenditures of Faculty Development funds are subject to UNCSA Foundation Spending Policies (PDF).  If you have any questions about the policy or the forms, please contact the Teaching and Learning Center at 336-726-6961 or tlc@uncsa.edu.

Travel Reimbursement/Travel Expense Procedure

The Travel Expense form:

• Travel reimbursement must be filed within 45 days from return of travel (including processing time).
• Travel reimbursement is requested by completing a Foundation Travel Reimbursement/Travel Expenses form that includes: airfare, parking, tolls, mileage, taxi, bus, train fares, gas, hotel, meals, registration fees, and gratuity.

Foundation Travel Reimbursement/Travel Expenses form

Helpful Tips

1. If you receive a pop-up window message when opening the Travel Reimbursement/Travel Expense Excel sheet confirming that you want to open the file, select OK.
2. In the Travel Purpose field, enter Faculty Development Grant.
3. Leave the Project Number/Fund/Account/Dept./Budget fields blank.
4. Do not enter expenses exceeding the amount of your grant.
5. If you requested a travel advance, be sure to enter the amount in the Total Advance field.
6. Obtain Dean Signature in the Authorized By field.
7. Complete the form in its entirety to avoid any delays of your reimbursement process.
8. Submit Reimbursement originals to the Teaching and Learning Center for processing and routing.
   Note:  Receipts smaller than 8 ½" x 11" must be taped according to the order of expensed date on an 8 ½” x 11” white piece of paper. Do not tape receipts on both sides, more than one receipt may be taped to one piece of paper, and all receipts and travel documents should be attached to Expense Report. 
9. Reimbursement packages that do not meet this requirement will be returned to you.

 Video on how to complete the form

Check Request Procedure

For all non-travel reimbursements, use the Foundation Check Request form. Reimbursement must be filed within 45 days from the last day of your project.

 UNCSA Foundation Check Request Form

Opening a PDF File
On the upper right side of the web page, select Open with Different Viewer, a pop-up window will appear. Select Open with: Adobe Acrobat (Default), then select Ok. You can also choose to select download on the upper right side of the web page, a pop-up window will appear. Select open with: Adobe Acrobat (Default), then select Ok.

Helpful Tips:

1. Indicate the amount requested but leave the Project Number/Fund/
   Account/Dept./Budget fields blank.
2. In the Purpose of Disbursement field, enter “Faculty Development Grant.”
3. Obtain Dean Signature in the Authorized By field.
4. Complete the form in its entirety to avoid any delays of your reimbursement process.
5. Submit Reimbursement originals to the Teaching and Learning Center for processing and routing.
   Note: Receipts smaller than 8 ½” x 11” must be taped according to the order of expensed date on an 8 ½” x 11” white piece of paper. Do not tape receipts on both sides, more than one receipt may be taped to one piece of paper, and all receipts and travel documents should be attached to Expense Report.
6. Reimbursement packages that do not meet this requirement will be returned to you.

Watch video on Foundation Request form

Additional Information for Travel Reimbursement and Check Request:

• For expenditure(s) with missing receipt(s), complete the Missing Receipt Affidavit form on the UNCSA website under Foundation Forms.
• If you received a travel advance and the amount exceeds your reimbursement amount, attach a check payable to UNCSA Foundation.
• After completing the forms (including your dean’s signature), attach a copy of your travel authorization, your award letter and original receipts and send it the Teaching and Learning Center.
• Be sure to keep copies of everything for your records.
• Allow at least two weeks for processing.
• You will receive the approved form via email from the Teaching and Learning Center.
• Foundation will send the check to you through your department or electronically transfer the funds to your bank account.