University Travel continuously refines and updates the Travel Manual to ensure policies are clear, complete and aligned with state guidelines. Some of the previous updates include revisions for accuracy, timeline specifications and practical, real-world scenarios. 

This month, we are excited to share the latest round of updates, which features a new rental vehicle option and minor policy adjustments for greater clarity.

Vehicle Rental Options

Hertz car rental has official status under the North Carolina State Term Contract for vehicle rentals, expanding options for faculty and staff who conduct official university business. To accommodate this change and streamline rental car arrangements, the new University Direct Bill Vehicle Rental Request form is available on the University Controller’s Website > State Term Contract Vehicle Rentals.

Key Highlights and Reminders 

Expanded Rental Options

When traveling on official state business, employees must utilize vehicle rental providers on State Term Contract 7811A whenever available. The updated contract has been expanded to include domestic and international rental options. Effective immediately, employees can select Hertz in addition to existing contract vendors, such as Enterprise and National.

Updated Request Form

When utilizing direct billing for a rental reservation, please use the University Direct Bill Vehicle Rental Request form, which can be accessed through the University Controller’s Website > State Term Contract Vehicle Rentals.

Payment Procedures

• Direct Billing: Use the new University Direct Bill Vehicle Rental Request form for reservations billed directly to a university project account. The University Travel team will secure the reservation and update the approved Travel Authorization (TA) with the reservation details. The Travel team will send the confirmation to the traveler and department contact, and ensure the reservation is billed directly to the project specified on the TA.
• PCard or Personal Credit Card: Continue booking directly through the vendor reservation portals (Enterprise/National and Hertz) using standard university protocols.

Keep in mind that an approved TA number is required before submitting a rental request.

Other Travel Manual Updates

Please review the following updates and policy clarifications recently incorporated into the Travel Manual:

• Non-Employee Travel: Use standard TA procedures whenever possible for non-employees. If insufficient lead time does not permit the full TA approval process, a Campus Voucher may be used to reimburse the non-employee traveler for travel expenses as an exception.
• Additional clarification on Blanket TA description.
• Parking: Prepayment of airport parking is an allowable expense when it demonstrates a direct cost savings to the university.
• Travel Visas: Travel visa expenses may be reimbursed to individuals traveling on official university business. These fees are considered legitimate business expenses when the visa is necessary to fulfill international travel objectives on behalf of the university. The visa expenses can be requested through the Travel Reimbursement.
• Requesting a Travel Advance: Clarification on timing and information needed for request.

For complete details on compliance, insurance guidelines and rental booking instructions, refer to the Travel Manual or contact University Travel.