For UNC-Chapel Hill Faculty and Students
Effective January 1, 2013
The NC AHEC Program currently assists in supporting the travel needs of faculty, staff, residents, and students from 23 UNC-Chapel Hill schools and departments. These activities include resident and student rotations to sites away from the academic health science centers, as well as faculty and staff travel to continuing education programs, technical assistance visits, specialty clinics, and other teaching and program activities.
If you have any questions concerning AHEC travel policies and procedures or would like to receive a copy of the guidelines brochure, please contact the NC AHEC Program Finance Office at 919-966-0810.
Some of our travel polices have changed, so please read all sections carefully and call the AHEC Program Office with any questions or clarifications. Keep in mind that AHEC support is intended to assist both students and faculty with travel expenses incurred while participating in approved educational programs. AHEC support is not intended to cover all expenses.
The following guidelines apply to UNC-Chapel Hill faculty, students and residents.
AHEC travel reimbursement policies are contingent on available state funding. As of July 1, 2003, student travel is not eligible for mileage reimbursement.
The nine regional AHECs provide student housing in 54 counties across the state. AHEC housing is short-term lodging for use when students are completing community rotations; it is not meant to replace a studentís permanent residence. The majority of housing is in rented apartments, but some of our lodging is in AHEC-owned condos/houses or in rooms-for-rent in private residences.
AHEC housing is accessible to students from a variety of health science schools across the state, but students are not required to use this housing (students may make their own lodging arrangements). Applications for housing must be made through the appropriate local AHEC well in advance of the rotation date.
Beginning July 1, 2010, a new fee will be charged to affiliated schools for their studentsí use of AHEC housing. Each school may have different guidelines for use of AHEC housing, so please check with your school/course coordinator before applying for housing for the 2010-11 fiscal year.
More details will be posted on this site closer to July 1, but you may also call the NC AHEC Program Office for more details (919-966-2461).
Faculty and Staff Travel
AHEC travel reimbursement is provided for faculty/staff activities which are consistent with the AHEC Program Work Statement Definitions and fall within the specific work agreement for each school or department. If activities conducted by a school or department with an AHEC are supported with non-AHEC funds (i.e. contracts, grants, clinical income, fees, or honorarium,) the travel associated with those activities is not usually reimbursed by the AHEC Program. If there are questions about whether travel for specific activities is reimbursed, faculty are requested to contact the AHEC Program Office prior to conducting the educational activity.
Travel reimbursement is provided for AHEC liaisons and other faculty when they attend meetings or conferences at the request of the AHEC Program Director. Reimbursement is not provided by AHEC when faculty attend professional meetings or conferences for their own development.
Faculty, staff and resident travelers are obligated to use a state car whenever possible. If you choose to drive your own vehicle, and a state car or UNC motorpool car is available for use, the reimbursement rate is 30 cents per mile. In some situations, travel by personal vehicle is reimbursable at 56.5 cents per mile, with a written justification. Reimbursed mileage is based on NC DOT's 2008 State Transportation Map's Mileage Chart.
Reservations for the UNC Motorpool cars (for AHEC-related business) should be made by calling the Medical Air Operations office at RDU Airport at (919) 840-1980. Travelers are not to call Motorpool directly.
Faculty & Staff Lodging
Lodging expenses for faculty/staff will be determined on a case by case basis. Prior approval should be requested at least one week in advance. Lodging expenses may be provided if the traveler must leave home/campus prior to 6:00 am or return after 8:00 pm on the day of the program. If special circumstances exist for a lodging request, justification must be provided.
In order to make overnight lodging arrangement at acceptable rates, travelers should contact the local AHEC for suggestions prior to making reservations.
The AHEC Program Office does not cover rental car expenses for any student or resident. If faculty and staff require the use of a rental vehicle, prior approval must be obtained from the AHEC Program Office (if possible) or justification given if prior approval cannot be obtained.
A time limit of 30 days is allowed for submitting reimbursement requests; e.g. receipts/reimbursement requests for travel completed in April must be submitted no later than the end of May.
Please ensure all faculty, staff, students, and residents are aware of the travel rules and regulations BEFORE initiating AHEC trips or rotations. This will help minimize complaints directed to the AHEC Finance Office and reduce the risk of misunderstanding and confusion.
Per Diem Allowances
Please Note: Lunch expenses are not reimbursable on one-day trips. Travelers leaving before 6:00 am or returning after 8:00 pm may request breakfast or dinner reimbursement by filling out the information on the travel reimbursement request.
AHEC travel reimbursement policies are contingent on available state funding. If you have any questions or comments, please do not hesitate to call Pratyush Mehta at (919) 966-0810 at the NC AHEC Program Office.