Types of Travel Awards in GradStar

When the University is the primary beneficiary

Travel Type Purpose of Travel Payment Receipts & Docs* Required Payment Processing System Considered Financial Aid? Eligible for GradStar COA Increase Request?**
University Business Travel/Expense Reimbursement for student travel and expenses incurred for travel made on behalf of the University. (Ex: travel to pick up a guest of the University from the airport). Yes University travel system for travel payments; A/P voucher for expense reimbursement No No
Travel for University Research Reimbursement for RAs/TAs currently on payroll traveling to present research, attend a conference, etc., representing UNC-CH. Yes University travel system for payments; A/P voucher for expense reimbursement No No
Paid Internship Travel Payment for student travel related to paid internship at UNC or external locations and student's income is reported on a W-2. Yes University travel system for payments; A/P voucher for expense reimbursement No No
Paid Student Leaders Payment for fulfillment of responsibilities to University-paid positions including Resident Advisors, USO Student Leaders, Orientation Leaders Yes University travel system for payments; A/P voucher for expense reimbursement No No

When the student is the primary beneficiary

Travel Type Purpose of Travel Payment Receipts & Docs* Required Payment Processing System Considered Financial Aid? Eligible for GradStar COA Increase Request?**
Unpaid Internship or Internship Paid by a Non-UNC entity Payment to defray costs associated with an unpaid or non-UNC internship (student is not employed by UNC) Yes GradStar: Research/Internship Award Type (RIG) Yes Yes
Travel for Student Educational Benefit Payment or allowance to support student in furthering academics and/or scholarly education. Yes

GradStar: Travel Award type (VSG/TGT/NTV)

Depts processing a large quantity of travel payments may use the University travel system to book transportation. Contact ssa_graduate@unc.edu to report these.

Yes Yes
Volunteer Student Leader Travel Payment to student volunteer leaders for unreimbursed expenses related to responsibilities of leadership positions and required travel. Payment is intended to encourage the student to play a leadership role within the University but is not salary or wages based on hours worked Yes

GradStar: Travel Award type (VSG/TGT/NTV)

Depts processing a large quantity of travel payments may use the University travel system to book transportation. Contact ssa_graduate@unc.edu to report these.

Yes Yes
Professional or Leadership Development Travel Payment associated with transportation, lodging, meals or conference/workshop registration fees, participation in retreats Yes GradStar: Travel Award type (VSG/TGT/NTV) Yes Yes

Other travel

Travel Type Purpose of Travel Payment Receipts & Docs* Required Payment Processing System Considered Financial Aid? Eligible for GradStar COA Increase Request?**
Travel for Intramural, Sport Club and Competitive Teams (Students pay annual dues) Reimburse travel expenses to students who pay annual dues or participation fees and use team fund raising to support student travel Yes

A/P voucher

Intramural and sport club travel coordinated by student participants using their personal funds to travel to events/championships should book through World Travel with help from Campus Recreation Staff

No No
Travel for Intramural, Sport Club and Competitive Teams (Students DO NOT pay annual dues) Reimburse students who do not pay annual dues or participation fees Yes

GradStar: Travel Award type (VSG/TGT/NTV)

Depts processing a large quantity of travel payments may use the University travel system to book transportation. Contact ssa_graduate@unc.edu to report these.

Yes Yes
Cash advance from dept to student (or reimbursement from dept to student after travel) Cash advance to students to purchase their own travel (or reimbursement after travel) Yes

Depts should contact Student Life or Campus Recreation before making a cash advance to a student.

Gradstar: Travel Award type (VSG/TGT/NTV)

Yes Yes
Group travel Pay students for travel or expenses when traveling in groups (including travel to competitions, service trips, conferences, other student related activities) Yes

GradStar: Travel Award type (VSG/TGT/NTV)

Depts processing a large quantity of travel payments may use the University travel system to book transportation. Contact ssa_graduate@unc.edu to report these.

Yes Yes

*Expenses must be substantiated through receipts or by documenting the specifics of travel for per diem payments. GradStar does not function as a repository for receipts.

**Cost of Attendance (COA) Adjustment

The purpose of a COA increase is to accommodate required educational costs related to travel, research or internships not originally included in the financial aid COA. COA increases for student emergency payments and payments to students who require childcare for their dependent children are also permissible.

The following award types allow departments to request a financial aid COA increase:

Department Award/Student Payment

Pre-Paid/Non-Monetary Active Award

Pre-Paid Travel (NTV) award should be used to document travel expenses such as airfare, hotels, etc., that were paid for by the department on the student's behalf.

Department travel award types are "refund only"; they are generally refunded to the student without paying against outstanding charges. However, when a student with financial aid receives a travel award, financial aid may be reduced and the University must pay those reduced amounts back to the funding source(s). Students in turn must repay the University any amount from the financial aid revision that was previously refunded. For example: Student aid totals $24000, student receives $1000 refund and has a $0 balance. When a $1000 travel award is entered in GradStar (with no COA increase request) that amount is refunded to the student, their aid is reduced to $23000, and the University sends those funds back to the funding source(s). The student must then repay the University $1000. Please carefully review whether a COA Adjustment (which would prevent this revision to financial aid) is appropriate for your student before finalizing the award submission in GradStar.

The COA attestation page will automatically pop up for any award that allows for a COA increase. An 'Adjust COA' hyperlink is also available to the right of the award amount if you need to revisit the pop-up attestation page after entering the award amount. Enter the award amount, click the calendar icon and select the award entry date. Review the attestation statement and click the box for 'I agree' and click 'Submit'.

Examples

Examples of travel/expense reimbursement where University is the primary beneficiary:

Examples of paid internship travel:

Example of travel/expense reimbursement where Student is the primary beneficiary:

Example of travel/expense reimbursement to an unpaid/non-UNC intern:

Examples of travel for student educational benefit:

Example of research travel/expense for University benefit:

Example of professional development or leadership payment:

Example of student organizational travel that primarily benefits the University:

Example of payments for group travel:

Updated: 6/24/24