Travel, Transportation, Per Diem – Regulations and Rates

I. PURPOSE OF POLICIES AND PROCEDURES

A. Budget Manual  5.0-5.11 (www.osbm.state.nc.us) sets forth travel policies and regulations relative to securing authorization and reimbursement of expenditures for official State travel. The administration and control of travel is in accordance with the provisions of G. S. 138.5, 138.6 and 138.7. (www.ncga.State.nc.us) This policy is based on OSBM Policy and any items not specifically addressed here will be governed by OSBM.

B. State officers, State employees, members of State boards, commissions and committees may have their actual travel expenses reimbursed by the State, subject to the limitations contained in these policies. An employee traveling on official state business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodation and services unnecessary, unjustified, or for the convenience or personal preference of the employee in the performance of official state business are prohibited. Requests for reimbursement shall be filed within 30 days after the travel period ends for which the reimbursement is being requested. (OSBM policy 5.0.2)  Under no circumstances may duplicate reimbursement be made for that portion of an employee’s expenses paid or reimbursed by a Non-State source.

C. All travel reimbursements are contingent upon the proper approvals and authorizations and the availability of funds in the proper budget code.

II. DEFINITION OF TERMS

A. For purposes of these policies, the following definitions apply:

1. Agency: Any State agency, department, institution, commission or other organization operating from funds deposited with the State Treasurer.
2. Conference/Convention: A formal gathering for the purpose of conducting business and exchanging information.
3. Common Carrier: Commercial scheduled airplane, rail and bus.
4. Curriculum-Related Travel: Travel for which an authorized faculty member has an accredited course of study and is participating with a student group in a pre-approved activity requiring off-campus related travel expenses.
5. Duty Station: The job location to which assigned.
6. In-State: Within the borders of North Carolina.
7. Institute: A formal gathering for the purpose of training and instruction.
8. Non-State Employee:
(a) A consultant whose compensation will be paid from a general expense subhead rather than from a payroll.
(b) An employee of another governmental jurisdiction – local or federal – in whose travel the State may have a business interest.
(c) A prospective teacher or other prospective State employee. (d) A student in a State, public college, or university.
9. Official State Business: All activities involving expenses for transportation, subsistence or registration which are authorized to be paid from State or Non-State funds or which involve State vehicles for transportation. Official State business occurs when the State employee is traveling to attend approved job related training and/or work on behalf of, officially represent, or provide a State service upon the State’s request. Travel that would not directly benefit the State will not be reimbursable.
10. Out-of-Country: Anywhere not covered by the two definitions for In-State and Out-ofState.
11. Out-of-State: All of the continental United States except North Carolina. Out-of-State travel status begins when the employee leaves the State and remains in effect until the employee returns to the State.
12. State Employee: Any employee, whether temporary, permanent, trust or State funded, who is paid on a State agency payroll with either State funds or Non-State funds.
13. State Funds: Any funds derived from State appropriations. (Any fund beginning with number 2).
14. Subsistence Rates: Allowance related to lodging and meal costs. For the purposes of determining eligibility for allowances, travel status means being away from the employee’s normal duty station or home while acting in his/her official capacity as required by his/her work activities. (OSBM Policy 5.1.2).
15. Travel Officer: Employee within the Administration & Finance Office who is designated to audit and approve travel reimbursements.

III. STATUTORY PROVISIONS GOVERNING TRAVEL AND EXPENSE ALLOWANCES

A. Transportation Allowances for State Officers and Employees

Expenses for travel on official business by employees of State departments, institutions and agencies, which operate from State, or Non-State funds deposited with the State Treasurer, shall be reimbursed at the rates as set forth by legislation enacted by the General Assembly. Travel shall be conducted in the most efficient manner and at the lowest and most reasonable cost to the state.

1. Make use of State term contracts for short-term rentals (State Term Contract 975B Vehicle Rental Services). Available State term contract vendors can be obtained in the Travel Accounting office. Unless prior approval has been obtained, the state employee shall bear the difference in cost when renting a vehicle from a class that exceeds the cost of a standard vehicle. No reimbursement will be made for rental insurance purchased while on state business. Rental vehicles are not authorized for personal use.

2. Maximize utilization of state-owned vehicle available through the Transportation Office.

3. Reimbursement for use of personal vehicles is available on a limited basis and should include cost comparison of mileage to the cost of a rental. For specific rates refer to the OSBM policy or to the Finance web-page for current rates.

4. Transportation by Common Carrier (Air, Rail or Bus) are reimbursed at actual fare if substantiated by a receipt limited to coach/economy fare.

5. Taxi, Shuttles, Uber, and other Ride Shares are reimbursed by actual fare if substantiated by a receipt.

B. Per Diem Meal Subsistence Allowance for State Officers and Employees.

1. Meal Subsistence

Travel on official State business by the officers and employees of State departments, institutions and agencies, which operate from funds deposited with the State Treasurer shall be reimbursed at the State subsistence rate. Tips for meals are included in the subsistence allowance. (OSBM Policy 5.1.11). Please see https://finance.unca.edu/travel-processes-rates for current meal per diem rates.

Reimbursement for individual meals can be below the subsistence rate but cannot exceed the rate. No receipts for individual meals are necessary. An employee may request reimbursement for actual expenses if they are less than the allowable rates. If expenses are greater than the allowable subsistence rate, the reimbursement to the employee is limited to the subsistence amount.

The costs of meals included in other related activities (conferences) may not be duplicated in reimbursement requests. An employee may be reimbursed for breakfast even if their lodging establishment offers a free continental breakfast. (OSBM Policy 5.1.11).

Travel must involve a travel destination located at least 35 miles from the employee’s regularly assigned duty station or home, whichever is less.

Same day travel trips do not allow for per diem meal reimbursements.

A State employee may be reimbursed for meals, including lunches, when the employee’s job requires his attendance at the meeting of a board, commission, committee, or council in his official capacity and the meal is preplanned as part of the meeting for the entire group. Such meetings must include persons other than the employees of a single State department, institution, or agency.

2. Lodging Subsistence

Lodging is reimbursed at the State subsistence rate. Paid receipts are required. Please see https://finance.unca.edu/travel-processes-rates for current lodging subsistence rates.

The payment of sales tax, local tax, or lodging tax applied to the cost of lodging is allowed in addition to the lodging subsistence rate and is to be paid as a lodging expense. (G.S. 138-6(a)(32)). www.ncga.State.nc.us

Supervisory individuals certifying the reimbursement requests as necessary must require documentation from the employee to substantiate that overnight lodging was necessary and accomplished. For this purpose, UNC at Asheville’s policy requires a zero-balance receipt from the commercial lodging establishment.

Excess lodging authorization for in-State, out-of-State, and out-of-country travel must be obtained in advance from the department head or their designee. Excess lodging is allowed for one of the following reasons. (OSBM Policy 5.1.7).

  • The employee will be in a high-cost area and unable to secure lodging within the current allowance.
  • The employee feels that their personal safety or security is unattainable within the current allowance.

Excess lodging authorization is not allowed for reason of convenience or personal preference for the employee.

Travel must involve a travel destination located at least 35 miles from the Employee’s regularly assigned duty station or home, whichever is less. (OSBM Policy 5.1.5).
The employee may exceed the part of the ceiling allocated for lodging without approval for over-expenditure provided that the total lodging and food reimbursement that the employee is entitled to for that day does not exceed the maximum allowed daily subsistence (G.S. 138-6(a)(3). www.ncga.State.nc.us.

Reimbursement for third party lodging (AirBnB, VRBO, and other short-term rental) is not allowed unless prior approval has been received during the pre-approval process. In order to receive approval through the Travel office, the traveler must demonstrate a significant cost savings to the state by providing details of the Third Party Lodging along with 3 other comparable hotels within the area.

C. General Statements

1. Tips and Gratuities: Reasonable tips are reimbursable. Reimbursement for gratuity or tips must be considered reasonable for items that are not already covered under subsistence. Excessive tips will not be reimbursed. (OSBM Policy 5.1.3).
For specific allowable tip rates refer to the OSBM policy or to the Finance web-page for current rates.

2. Public Transportation, Tolls, Taxi, Shuttle: The actual cost of taxi, tolls and shuttle fares is reimbursable with a receipt when required for travel on State business. Use of Public Transportation (city bus or subway) can be reimbursed without receipt if under $5 for each one-way trip, or the cost of a weekly subway or bus pass when turning in the pass.

3. Passport: Reimbursement for the cost incurred in obtaining or renewing a passport may be made to an employee who in the regular course of his duties, is required to travel overseas in the furtherance of official State business.

4. Parking: Parking expenses are reimbursable while in the course of conducting official State business as long as such expenses are determined reasonable and clearly show that there was care taken to keep the costs to the State as low as possible. Any parking rates considered excessive and only for the convenience of the employee will not be reimbursable. (OSBM Policy 5.1.37).

5. Internet Hook-up Fees: Employees traveling on State business who need to transmit data electronically (including email) or use the Internet for State business purposes should use the most cost-efficient manner available.

6. Convention, Conference, Institute Registration: State law allows reimbursement for the actual amount of convention, conference, or institute registration fees as shown by a valid paid receipt or invoice

Note: If the traveler has entered into a prearranged agreement with a conference, other institution, or any other entity to pay for all or a portion of their travel, (i.e. registration or lodging fees), that agreement is between those two entities. The University will require the employee to work directly with the payor for any cost associated with this agreement. The University will not temporarily fund these types of agreements between employee and payor/sponsor. Prior to departure, the employee should contact the payor to confirm the details of the arrangement (i.e. whether the employee will be reimbursed by the payor after the event or if the payor is pre-paying the hotel, conference registration, etc.)

7. Reimbursements Prior to Travel: Reimbursements to the employee occur after their return from the trip—never before. Refer to the Finance Web-page for processing guidelines surrounding payments to vendors prior to an event.

IV. POLICIES REGARDING TRAVEL

A.  Authorization Procedure:.

1. Completed pre-approval with appropriate routing must be obtained prior to all travel by UNCA Employees. The “Pre-Approval” is located in Chrome River.

2. Blanket Pre-Approvals are normally given to designated individuals from Senior Staff, Athletics, Admissions, and Development offices. Any other Blanket Pre-Approval will be approved on a case-to-case basis. Blanket Pre-Approvals extend for a maximum of one year.

B.  Travel Advances:

The University allows advances to State Employees for the following:

  • Athletics Department Team Travel and Recruiting
  • Admissions Recruiting
  • Curriculum-Related Travel (see definition)

A travel advance may not be issued more than five (5) working days prior to the date of departure. Travel advances are not to exceed one month duration and must be paid back within 30 days of the end of travel. At fiscal year end, advances must be paid back during the month of June if derived from STATE FUNDS. (See II. Definition of Terms). No advances will be given to a Non-State Employee or a Student. If the trip is canceled or the traveler’s employment is terminated, the advance should be returned immediately. (OSBM Policy 5.1.40).

C. Prepayments:

Generally, when using state funds or trust funds that follow state rules and regulations, goods and service must be received prior to payment being made. However, prepayments will be allowed when paying directly to the vendor, i.e. conference for registration or directly to the hotel for lodging. Supporting documentation will be required.

Prepayments are also allowed for airfare reimbursements for both agency transactions and personal on-line bookings. In certain cases, prepayments will be allowed where the price of the conference is required to be paid by credit card, or to obtain significant price reductions. Supporting documentation will be required.

D. Action to Be Taken Upon Return From a Trip:

Upon return from travel, the employee should complete an “Expense Report” in Chrome River (accessed through One-Port). Receipts for lodging, registration fees, and travel ticket stubs must be attached to the report; other receipts as may be conveniently obtained should also be attached. Requests for reimbursement shall be submitted within 30 days after the travel period ends for which the reimbursement is being requested. (OSBM Policy 5.0.2).

V. TRANSPORTATION

A. General Policy:

The mode of travel is to be the most cost efficient to the State.

B. State Cars:

When travel by car is determined to be feasible, a State car, if available, may be used instead of a private car.

1. State-owned cars shall be used for official State business only. “G. S. 14-247. Private use of publicly owned vehicle is unlawful for any officer, agent or employee of the State

of North Carolina, or of any county or of any institution or agency of the State, to use for any private purpose whatsoever any motor vehicle of any type or description whatsoever belonging to the State, or to any county, or to any institution or agency of the State.”

2. Drivers shall observe all local and State ordinances pertaining to the operation of motor vehicles. Any fines imposed for any violation which was under the control of the driver shall be the responsibility of the driver.

3. “G. S. 58-31-50. Liability insurance required for State-owned vehicles—Every department, agency or institution of the State shall acquire motor vehicle liability insurance on all State owned motor vehicles under its control.” To achieve economy in providing insurance coverage for State-owned vehicles, blanket policies have been obtained, the premiums for which are paid by State agencies on a pro rata basis. Any liability above the State limit is the responsibility of the employee under their personal automobile liability insurance policy.

4. Hitchhikers are not permitted to ride in State-owned vehicles.

5. Non-state employees may accompany state employees in state-owned vehicles when they have a business interest in the purpose of the trip and their presence is related to state business. Students of state universities, colleges, and institutions may be passengers in state-owned vehicles to attend athletic events and other activities officially sanctioned by the institution, provided the proper account is reimbursed at the standard mileage cost rate by the student activity fund involved. Spouses and children of state employees may accompany them in state-owned vehicles, if space is available and all travel is strictly for official state business [G.S. 143-341(8)(i)(7) grants Department of Administration rule-making authority in this area]. (OSBM Policy 5.1.31).

6. When a State-owned car is used for official travel, parking and storage fees, tolls and required repairs are legitimate charges to the State, provided necessary receipts are obtained.

7. At the employee’s destination, State cars may be used prudently for travel to obtain meals, but not for private purposes or for entertainment while off duty. No common carrier or public transportation fares are reimbursable on a trip on which an employee uses a State car, unless it is shown that such transportation was more economical in a particular situation.

C.  Private Cars:

1. Reimbursement of costs incurred through use of a private car should be for direct mileage between points on the employee’s itinerary.

2. Reimbursement may not be made for commuting between an employee’s home and his duty station. (OSBM Policy 5.1.33).

3. Reimbursement for mileage and parking charges resulting from use of an employee’s private car for transportation to and from airline terminals and employee’s duty station and/or home whichever is closer may be made on the basis of a maximum of two round trips with no parking charge, or for one round trip with parking charges. Receipts are required for airport parking claims. (OSBM Policy 5.1.35).

5. Reimbursement of expense for airport parking for both private and State-owned cars is reimbursable while in the course of conducting official State business as long as such expenses are determined reasonable and clearly show that there was care taken to keep the costs to the State as low as possible. Any parking rates considered excessive
Revised 05.18.19
and only for the convenience of the employee will not be reimbursable.  (OSBM Policy 5.1.37).

D.  Commercial Airlines:
Tickets for commercial air travel may be purchased by the employee and claimed on their expense account or charged to the agency. Air coach or tourist service shall be used when available. A receipt is required for reimbursement. Flight insurance is not reimbursable.

Use of Aircraft Owned by a State Employee:

Reimbursement for costs incurred in the use of aircraft, owned by a state employee, on official state business may be approved by the department head or his or her designee, provided the following is substantiated and put in writing:
• The use of the aircraft owned by a state employee is necessary because of unusual travel circumstances and is not for the sole convenience of the employee who owns the plane.
• The use of the aircraft, owned by a state employee, at the rates published below is cheaper than any other method of air travel.
• The allowable reimbursement rate for aircraft owned by a state employee is $0.68 per mile per passenger. (OSBM Policy 5.1.30)

E. Baggage Fees:

Travelers are encouraged to keep baggage fees to a minimum by traveling within the standard guidelines used by airlines. A receipt is required for reimbursement of all baggage fees.

F. Non-Commercial Air Travel:

Requests for travel out-of-State as passengers on non-commercial aircraft are made and approved in the same manner as transportation by other means.

G. Scheduled Bus and Train Service:

The actual cost of coach fare for rail and bus service on State business is reimbursable, as is the actual cost of Pullman fare when overnight trips are required.

H. Taxis and Shuttles — Public Transportation:

The actual cost of taxi and shuttle fares is reimbursable with a receipt when required for travel on State business. Refer to the OSBM Policy for minimum receipt requirements for taxi and shuttle. If the employee traveling chooses to use a taxi to get to the air terminal from home (and back), they will be required to turn in the receipts and will be reimbursed the stated amounts stated in the OSBM Policy (5.1.35-5.1.36).

I. Fees and Service Charges:

With sufficient justification and documentation and with approval of the department head or their designee, state employees can be reimbursed for usual, customary and reasonable fee and service charges imposed by travel agents for assistance in making travel arrangements. (OSBM Policy 5.1.25).

J. Penalties and Charges Resulting from Cancellations:

Penalties and charges resulting from the cancellation of travel reservations (including airline, hotel, or other travel reservations and conference registration) shall be the department’s obligation if the employee’s travel has been approved in advance and the cancellation or change is made at the direction of and/or for the convenience of the department. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee’s obligation to pay the penalties and charges. However, in the event of accidents, serious illness, or death within the employee’s immediate family or other critical circumstances beyond the control of the employee, the department may pay the penalties and charges. (OSBM Policy 5.1.9).

K. Rental Cars:

1. If proven cost effective, with a comparison of the University’s Motor Fleet rates and the Enterprise State contract rate, a rental car may be used. Rental vehicles are not to be used solely for the convenience or personal preference of the employee. A receipt is necessary for reimbursement. No reimbursement will be made for rental insurance purchased because State Employees are covered under the State’s auto insurance program. However, reimbursement for automobile rental insurance will be permitted for individuals engaged in State business during travel to international destinations. (OSBM Policy 5.1.27). Gas purchased when using a rental car is reimbursable with receipts.

2. Reimbursement shall not exceed the most inexpensive rate available for a standard automobile at the time the car was rented.

3. Gas receipts are not to be used in lieu of mileage. The only time gas receipts are an allowable expense, is when a rental vehicle is used, (indicate this on receipt.) In rare occasions, gas can be reimbursed with prior approval from the travel office. Note: facility vehicles have a State gas card for use.

L. Out-of-Country Travel:

Anyone traveling outside of the boundaries of the continental United States is considered in Out-of-Country Travel Mode. Receipts for overseas travel must be converted to American Dollars using the current conversion rate method in Chrome River. If receipts are in a foreign language, translate before turning in for reimbursement.

VI. NON-STATE EMPLOYEES

For the purposes of this section, non-state employees are those on official state business whose expenses are paid by the State and subject to state regulations, such as prospective professional employees, public school and community college employees, students on official state business, and attendants of state employees with documented disabilities traveling on official state business (provided advance approval is obtained from department head or designee). (OSBM Policy 5.7.1).

Non-State Employees traveling on State business whose expenses are paid or reimbursed by the State of North Carolina are subject to these regulations, including statutory subsistence allowances, to the same extent as are State Employees. No travel expenses of members of a Non-State Employee’s family are reimbursable. No travel advances will be made to non-state employees. (OSBM Policy 5.7.1).

A.  Prospective Professional Employees:

A department head or their designee is authorized to approve reimbursement of transportation expenses for prospective professional employees visiting State departments for employment interviews. These expenses are limited to transportation and subsistence for 3 days (5 days if one is a Saturday) at the in-State rate. The department head or their designee may approve excess lodging expenses. (OSBM Policy 5.7.2).

B.  Post-Secondary Students:

1. Student Employee Travel for University: Student travel expenses while working as an employee of the State are considered official state business when traveling on behalf of their position and shall be paid from the same source of funds from which the employee is paid. They are subject to the same regulations, including statutory subsistence allowances, to the same extent as are State Employees. (OSBM Policy 5.7.3).

2. Non-Employee Students: Non-employee students at state institutions who travel on official state business are reimbursed from the General Fund consistent with payments for state employees. (OSBM Policy 5.7.3).

3. All other student related travel must be paid from non-General funds supporting that particular organization or activity. Funds specifically appropriated or legally directed for student travel are authorized to be used for student travel expenses. (OSBM Policy 5.7.3).

Approval for non-employee General Fund student travel (defined as travel directly related and required for a course/thesis) must be signed by the student’s department head. To substantiate and account for services related to non-employee General Fund student travel, the student and department head should enter into an agreement to document the required official State business and the travel reimbursement commitment. This agreement shall be signed by the department head and shall be a part of the department’s prior approval documentation required for overnight travel. (OSBM Policy 5.7.3

The purchase of food or beverage for students at higher education institutions is not allowable unless the student is in travel status. However, non-General Funds may be used for these purposes if such funds have been established and authorized for such purposes.

C.  Attendants:

Payment of travel and subsistence expenses (hotel and meal costs) for attendants for employees with documented disabilities while traveling on official State business may be reimbursed to the same extent as are State Employees if advance approval is obtained from the department head or their designee. (OSBM Policy 5.7.4).

VII. CONFERENCES, SEMINARS, WORKSHOPS, TRAINING, RETREATS

A.  External Conference Definition:

External conferences are those that involve the attendance of persons other than the employees of a single State department, institution or agency. Payment for meals is allowable if included in the registration fee, but such fee must not consist exclusively of meals or it will not be allowable unless meeting overnight travel criteria. The registration fee is typically made for defraying the cost of speakers, building (room) use, handout materials, breaks and lunches at conferences and conventions. These fees are charged to the account for “Registration Fees.” The University may require itemization and/or documentation of expenses. Conferences sponsored or co-sponsored by a State department are authorized when they meet the limitations and requirements listed below. (OSBM Policy 5.8.1).

Exception Regarding Conference Meals:

Pursuant to G.S. 138-6(a)(3), a university or State agency cannot use funds to pay for conference meals for state employees at which a conference fee was not charged, unless the following conditions are met:

• Federal grants, other grants, state, or institutional trust funds (as defined in G.S. 116-36.1) may be used for meals if the conditions attached to those funds allow for the provision of meals for a conference.
• The university or agency must have documentation of the conditions. If this is the case, then meals may be provided to state employees even if a registration fee was not charged. The employee may not request reimbursement for the meal. (OSBM Policy 5.8.2).

Requirements and Limitations for External Conferences

• The conference is planned in detail in advance, with a formal agenda or curriculum.
• There is a written invitation to participants, setting forth the calendar of events, the social activities, if any, and the detailed schedule of costs.
• Assemblies should be held in State facilities; however, non-state facilities can be rented and the cost charged to a State agency without allocation to participants’ daily subsistence allowances.
• The sponsoring department may charge registration fees to participants for costs of external conferences.

Registration fees may not include costs of entertainment, alcoholic beverages, setups, or flowers and/or promotional (gift) items. Registration fees collected and not used to defray expenses of the particular conference may not be used for other programs and must revert to the general or highway fund as applicable (G.S. 138-6(a)(4)).

Sponsoring departments may provide refreshments for “coffee breaks” provided there are twenty or more participants and the costs do not exceed four dollars and fifty cents ($4.50) per participant per day.

When assemblies are to be held under the sponsorship of a State department in which the funding for all participants is budgeted, lump-sum payments to a conference center or an organization may be made upon written authorization from the department head or his or her designee. The authorization must provide the following:

• The number of persons expected to attend;
• The purpose and duration of the conference;
• The specific meals to be served at the conference (law prohibits lunches being provided to state employees unless registration fees are charged to all attendees);
• The approximate daily subsistence cost per person;
• The name of the conference center, hotel, caterer, or other organization providing the ser-vice.

It is the responsibility of the departments to ensure that reimbursement for meals included in the lump-sum payment is not also included in reimbursement payments made to state employees who are conference participants. (OSBM Policy 5.8.3). B.  Internal Conference Definition:
Internal conferences are those that involve the attendance of employees within that particular department, institution or agency only. No payment for meals is allowable unless overnight travel criteria are met. A routine staff meeting is not an internal conference. (OSBM Policy 5.8.4).

Requirements and Limitations for Internal Conferences:

• The conference is planned in detail in advance, with a formal agenda or curriculum.
• There is a written invitation to participants, setting forth the calendar of events and the detailed schedule of costs.
• No excess travel subsistence may be granted for internal departmental meetings, conferences, seminars, etc., and such meetings must be held in state facilities when available. No registration fee may be charged.
• Sponsoring departments may provide refreshments for “coffee breaks” provided there are twenty or more participants and costs do not exceed four dollars and fifty cents ($4.50) per participant per day.
• A department cannot use State funds to provide promotional or gift items to be distributed at the conference.
• A department cannot use State funds to support or underwrite a rally, celebration, reception, employee appreciation activity, or similar function.
• A department cannot use State funds to support or underwrite a meeting, assembly, conference, seminar, or similar function by whatever name called that promotes any cause or purpose other than the mission and objective of the department. (OSBM Policy 5.8.5).

C. Training Session Definition:

Employee training involves courses that further develop an employee’s knowledge, skill, and ability to perform the duties of his/her present job, such as courses on computer usage or management skills development. These courses generally have a set fee, are of relatively short duration, and are not part of a curriculum the employee is participating in leading to an educational degree. (OSBM Policy 5.8.6).

Requirements and Limitations for Training Sessions:

• Fees for training courses that provide training in specific areas are charged in the ac-counting system to “Employee Training” under “Other Services.”
• Departments sponsoring training sessions may provide refreshments for “coffee breaks” provided there are twenty or more participants and costs do not exceed four dollars and fifty cents ($4.50) per participant per day.
• Departments may reimburse employees for training books and materials related to training sessions, provided those books are required to participate in the training sessions. These books are considered property of the department and not the personal property of the employee. (OSBM Policy 5.8.7).

D. Management Retreat Definition:

A management retreat is a meeting or series of meetings consisting of a department or division head and his or her top assistants and coworkers. Retreats are sometimes held at a site other that the usual workplace and are held no greater than once a year. (OSBM Policy 5.8.8).

Requirements and Limitations for Management Retreats:

State employees who are elected by a vote of the people or appointed by the governor, the president of The University of North Carolina, the chancellors of the constituent institutions of the university, the executive director of University of North Carolina Hospitals at Chapel Hill, chairman of the State Board of Education, and the president of the Community College System may authorize an annual management retreat. Expenditures are permissible in a manner as if it were an internal conference. (OSBM Policy 5.8.9).

E. Informal Meeting Definition:

An informal meeting is a meeting consisting of a department head or his/her designee and non-state employees during which official State business is discussed for the majority of the meeting. Informal meetings are one-time occurrences and are not held on a recurring or routine basis. (OSBM Policy 5.9.1).

Requirements and Limitations for informal meetings:

State employees who are elected by a vote of the people or appointed by the governor, the president of The University of North Carolina, the chancellors of the constituent institutions of the university, the executive director of University of North Carolina Hospitals at Chapel Hill, chairman of the State Board of Education, and the President of the Community College

System or their designees, when given prior written approval by the department head for a specific event, may be reimbursed from State funds for actual costs of meals for themselves and individuals who are not state employees who are their guests, when accompanying them in the course of conducting official State business. Cost of meals and other expenses for family members of the above referenced State officials are not reimbursable (OSBM Policy 5.9.2).

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