Guest Speaker Travel Policy
Guest speakers are a vital part of the Shuford Program in Entrepreneurship. Below, you’ll find key details on the Program’s travel policy, the onboarding process, and reimbursement deadlines.
The Shuford Program will reimburse guest speakers for travel expenses associated with their trip to UNC depending on their travel distance. Please review the guest speaker policies outlined below closely before completing the attestation form. Once the attestation form is completed, you will receive onboarding materials. All onboarding materials must be received and approved BEFORE coming to campus.
If you have any questions, please email Molly Matthews at mjmatthews@unc.edu.
Local Guest Speakers
A local guest speaker is defined as someone traveling from less than 35 miles away from the university. The Shuford Program will cover up to $500 for TOTAL expenses including ground transportation, personal meals, and entertainment. Fully itemized receipts must be submitted for ALL expenses in order to be reimbursed and guest speakers may only be reimbursed up to $500 – they are not entitled to having all or unlimited expenses reimbursed.
Please see below for additional information on reimbursable travel expenses for local speakers.
Ground Transportation
- You may be reimbursed for ground transportation (mileage, parking, rental car, ride shares) associated with your visit to UNC.
- For ride shares (Uber, Lyft, Taxi), please make sure to include the fully itemized receipt from the provider that clearly shows the trip fare, any taxes, gratuities, or fees charged OR discounts applied, the starting and ending addresses, and a credit card purchase.
- It is permissible to drive your own vehicle and be reimbursed for mileage.
- Please include a Google Maps printout/screenshot that clearly shows the mileage from your starting address to your ending address (one way) with your receipts and indicate on that screenshot how many times that route was driven during your speaking engagement on campus.
- Mileage reimbursement is only permissible for travel less than 750 miles round trip.
- It is also permissible to rent a car for transportation for the days you are traveling to, from, and during your visit.
- When renting a vehicle, please choose a standard vehicle (i.e. mid-size).
- Rental vehicle add-ons such as GPS or satellite radio are considered personal expenses and will not be reimbursed.
- Gas, tolls, and parking charges are reimbursable expenses with an accompanying receipt.
- Mileage is not reimbursable when a traveler rents a vehicle.
Personal Meals
- You may be reimbursed for personal meals associated with your visit to UNC, including on travel days.
- Restaurant receipts must include both the itemized receipt and the credit card purchase receipt. One or both of these receipts should include any taxes, gratuities, or fees charged OR discounts applied.
- Only 1 entrée should be listed for each personal meal.
- Snacks and/or non-alcoholic beverages are permissible to submit for reimbursement.
Out-Of-Town Guest Speakers
An out-of-town guest speaker is defined as someone traveling from further than 35 miles away from the university. The Shuford Program will cover up to $1,000 for TOTAL expenses including airfare, lodging, ground transportation, personal meals, and entertainment. Fully itemized receipts must be submitted for ALL expenses in order to be reimbursed and guest speakers may only be reimbursed up to $1,000 – they are not entitled to having all or unlimited expenses reimbursed.
Please see below for additional information on reimbursable travel expenses for out of town guest speakers.
Airfare
- You should book your own flights in and out of RDU International Airport.
- You will be reimbursed for the cost of your flight up to $500, depending on the remaining funds available for travel expenses.
- Travelers on University business are limited to actual Coach/Economy/Main Cabin fare and fees required for seat assignments and/or baggage are reimbursable.
- It is preferred that flight credits are not used to book flights, but if you choose to use flight credits, the original receipt for which you received the flight credit must also be submitted for reimbursement to confirm the credit.
- Personal upgrade expenses such as travel insurance, business or first-class seating, early check-in, early boarding, extra legroom, and TSA Pre-Check are for personal convenience and are not reimbursable.
- Once you book your flights, please send Molly Matthews (mjmatthews@unc.edu) a copy of your reservation receipt that includes your confirmation number, flight itinerary with arrival and departure dates, and clearly shows a credit card purchase.
Lodging
- Accommodation may be provided if needed at the AC Hotel on Rosemary Street just off campus or at the Carolina Inn adjacent to campus. Please let us know what your preference is.
- The Program will book that reservation directly with the preferred hotel and will forward the confirmation number once arrival and departure dates are confirmed.
- The Program will only cover room charges – you will be asked for a credit card for incidentals (room service, parking, etc.) upon check in. You may submit incidentals for reimbursement if appropriate.
Ground Transportation
- You may be reimbursed for ground transportation (mileage, parking, rental car, ride shares) associated with your visit to UNC.
- For ride shares (Uber, Lyft, Taxi), please make sure to include the fully itemized receipt from the provider that clearly shows the trip fare, any taxes, gratuities, or fees charged OR discounts applied, the starting and ending addresses, and a credit card purchase.
- It is permissible to drive your own vehicle and be reimbursed for mileage.
- Please include a Google Maps printout/screenshot that clearly shows the mileage from your starting address to your ending address (one way) with your receipts and indicate on that screenshot how many times that route was driven during your speaking engagement on campus.
- Mileage reimbursement is only permissible for travel less than 750 miles round trip.
- It is also permissible to rent a car for transportation for the days you are traveling to, from, and during your visit.
- When renting a vehicle, please choose a standard vehicle (i.e. mid-size).
- Rental vehicle add-ons such as GPS or satellite radio are considered personal expenses and will not be reimbursed.
- Gas, tolls, and parking charges are reimbursable expenses with an accompanying receipt.
- Mileage is not reimbursable when a traveler rents a vehicle.
Personal Meals
- You may be reimbursed for personal meals associated with your visit to UNC, including on travel days.
- Restaurant receipts must include both the itemized receipt and the credit card purchase receipt. One or both of these receipts should include any taxes, gratuities, or fees charged OR discounts applied.
- Only 1 entrée should be listed for each personal meal.
- Snacks and/or non-alcoholic beverages are permissible to submit for reimbursement.
Reimbursement
Guest speakers are responsible for keeping appropriate, FULLY ITEMIZED receipts and submitting them to Molly Matthews (mjmatthews@unc.edu) for reimbursement up to the maximum allocated amount within 30 days of travel. Receipts should reflect reasonable expenses incurred during your visit (i.e., one entrée for personal meals, ground transportation to and from the airport, etc., hotel parking for nights stayed) and should ONLY include your travel expenses (clothing, gifts, etc. are not reimbursable). Bank statements do not contain enough information to be considered a receipt and should not be submitted for reimbursement. If there is missing information on receipts, payment may be delayed. Non itemized receipts will not be submitted for reimbursement.
All receipts must include the following information:
- Vendor
- Date of Purchase
- Amount of Transaction
- List of All Items Purchased
- Any Taxes, Gratuities, or Fees Charged OR Discounts Applied
- Show a Credit Card or Cash Purchase
Example Receipts can be found below:
Onboarding
After the below attestation form is completed, you will be sent an email directly from the UNC Supplier System, PaymentWorks. This system will allow you to enter your payment information securely and directly with the University. This onboarding process must be completed BEFORE you arrive on campus.
In the “Additional Information” section of the registration, it is important to correctly select what you are receiving payment for. Failure to do so will result in a delayed approval of your supplier profile and may impact when you receive reimbursement.
- If you are NOT receiving an honorarium for your visit (only travel reimbursement), please select “None of the Above” and type Travel Reimbursement Only in the pop-up box under the question “What are you receiving payment for?”.
- If you are receiving an honorarium for your visit, please select “Speaker Fee/Honorarium” under the question “What are you receiving payment for?”.
Failure to complete the onboarding process in a timely manner will delay payment.
Additional information about PaymentWorks can be found here.
Guest Speaker Policy Attestation Form
Please complete the below attestation form to confirm you have read and understand the Shuford Program in Entrepreneurship’s Guest Speaker Travel Policy. If you have any questions, please email Molly Matthews at mjmatthews@unc.edu.