The primary starting-point contact for any MEMS-related financial matters is the MEMS administrative assistant, Frederique Beaufils (beaufils@email.unc.edu).  The MEMS budget is housed in the History Department, however, so please always send a copy of your financial correspondence with Frederique to Joyce Loftin (loftinj@email.unc.edu), who oversees History’s finances.  That way both MEMS’ records and History’s will be in perfect correspondence.

As a general rule of thumb, please contact Frederique and Joyce well in advance of any requests for funds or reimbursement, making sure to identify yourself as MEMS faculty, your event or travel plans, and/or your specific grant source (e.g. Crossroads lecture series; faculty research money, etc.). This advance email will help the administrators keep track of who is doing what, when, and where for the remainder of the process.

Any receipts submitted for any purposes sure be taped to an 8.5×11 sheet of paper, again, clearly identifying on the sheet your name, your PID, the MEMS event in question, and/or the specific grant-source.

Receipts should be sent to the program administrative assistant:

Frederique Beaufils

MEMS/Department of History Hamilton Hall, 403

CB #3195 Chapel Hill, NC 27599-3195

fax:(919)962-1403

beaufils@email.unc.edu

Guest-Speakers and Other Services:

If you are having a guest speaker (or someone providing other services, such as designing a poster), and if you are paying them an honorarium or fee, then the university requires you to fill out an “Independent Contractor Form” in advance of the services rendered. This is an existing rule that is being newly and stringently enforced.

The form is available at: http://www.unc.edu/finance/busman/apy/apyapp5.pdf

This form should be sent to the service provider as soon as possible before the event (you might want to fill out the bulk of the form yourself, meaning that the service provider only has to fill in sections three and four (personal information and signature). Once completed, the service provider should send the signed form by mail or by fax to Jennie. If they send it by fax for expediency, this will be enough to start the process; however, the original signed form will still need to be submitted when they come to campus.

NOTE: If you do not submit the form, either the faxed version or the original, before the event, the university can theoretically refuse to pay the service provider.

The form is not needed if you are only reimbursing the person for expenses. If you are only reimbursing someone and not providing them with a fee or honorarium, be sure to get their full home mailing address, social security number, and email.

Dinners:

If you take a guest lecturer or someone else to dinner, and have less than eight people attending, when you submit the receipt, please name the attendees. If over eight people, simply note that there was over eight attendees.

Research, Conference Travel, or Course Development Funds:

As above, please identity yourself clearly, and note whether your money is for research, conference travel, or course development funds. If traveling, please note where you are going and approximately when.

- Airfare: Faculty are encouraged to use CABS (Central Airfare Billing System): start the process by informing the MEMS admin (or Joyce), and contacting one of the approved travel service providers (e.g. Maupin Travel). Ask the travel agent to send your itinerary to the MEMS admin (or Joyce), who will give a “T-number” from the appropriate account. This will enable the agency to purchase your ticket without involving your own credit card. If you want to purchase your own ticket, please be aware that the price cannot be reimbursed until after all travel is completed.

If submitting a receipt for your airfare, make sure it has the flight details, the total price of the purchase, and indicates your method of payment ( i.e. credit card ).  Whenever possible please book your flight on an American carrier as the University requires that we be in compliance with the “Fly America Act.”

A detailed list of U.S. flag air carriers is set forth below:

* Airtran Airways (FL)
* Alaska Airlines (AS)
* America West Airlines (HP)
* American Airlines (AA)
* American Trans Air (TZ)
* Continental Airlines (CO)
* Delta Airlines (DL)
* Frontier Airlines (F9)
* Hawaiian Airlines (HA)
* Midwest Express (YX)
* Northwest Airlines (NW)
* Southwest Airlines (WN)
* Spirit Airlines (NK)
* United Airlines (UA)
* US Airways (US)

- Food: Food will be reimbursed on a per diem basis (dinner: $19/ lunch: $9.75 / breakfast: $7.50); no need to submit receipts except for group dinners.

- Rooms and other expenses: please keep all receipts and submit them in the format described above (i.e. taped to paper, clearly marked, etc.). As with airfare, make sure that your receipt includes information about what you purchased and notes the method of payment.

If proof of payment is not indicated on your receipt and you paid by credit card, you may submit a copy of your credit card statement along with your receipt. Circle the relevant purchases and black out all information not relevant to the reimbursement. This includes your basic account information.