When planning your trip the first item to address is obtaining authorization to travel. Please review the following information to gain a better understanding of what you need to do prior to making any travel arrangements.
Travel Authorization
Employees traveling on University business must have written prior approval from the department head (or their designee) before traveling and in order to qualify for reimbursement of overnight travel costs or meal costs when traveling overnight. Department Heads, or others that authorize travel, must have their travel authorized similarly by their supervisor or their designee.
Items that require specific written prior approval by the department head include:
- Overnight travel including lodging and meals
- Excess lodging rates
- Excess meals for out-of-country travel
- Business class fare for international overseas flights
- Vehicle rental
- Use of a private vehicle
- Attendants for handicapped employees
If adding personal travel to a business trip, the traveler needs to upload documentation as part of the Travel Authorization (TA) that proves the addition of the personal time does not increase the cost of the trip (e.g., flight without extra days vs. flight with extra days).
If choosing to drive versus fly or visa versa (if the location is close enough to drive), the Traveler needs to upload documentation of the cost analysis done to either cap their mileage (e.g., only request up to cost of airline ticket, including airline flights cost as back-up) or if you request more, show the cost analysis done to show driving is more economical (e.g., flight + car rental + parking fee at hotel) – again including the back-up to support those costs).
** REMEMBER**
For insurance/liability purposes, employees should have their travel authorized prior to traveling and always make sure that they can support their travel activities as being for official university business as authorized by the department even for day trips. It is recommended for verification purposes that employees document their communication of the travel plans and the business purpose of day trips with their supervisor or their designee prior to the trip by email, memo, letter, or other departmental forms.
Instructions for Creating a Travel Authorization (TA)
Before traveling please be sure to review the instructions and policies on the University Controller’s Office website, including how to obtain authorization, travel warnings, trip insurance, trip cancellation or changes, and more.
While traveling please be sure to collect receipts for any items you will be requesting reimbursement for. Here is some additional helpful information to keep in mind while traveling:
Transportation
- Commercial Airlines: Transportation by commercial airlines is limited to actual coach fares. Special charges by commercial airlines including baggage fees, seating accommodations within the coach class section, or airport service charges are allowable charges and may be paid/reimbursed as part of air transportation expenses.
- Employees traveling internationally on overseas flights may be reimbursed actual business class fare with prior approval of the department head or designee. (See Section 4.1.1 of the Travel Manual for detailed information).
- Ground Transportation: University travel shall be conducted in the most efficient manner and at the lowest and most reasonable cost to the university. With regard to passenger vehicle travel, whether in-state or out-of-state, university departments shall:
- Utilize university-owned vehicles
- Use of State term contracts for short-term rentals (State Term Contract 975B Vehicle Rental Service)
- Reimburse for use of personal vehicles on a limited basis in situations when the use of state-owned vehicles or state-term contract rental vehicles are not readily available
For additional information on different types of ground transportation please see Section 4.2 of the Travel Manual.
Lodging Expenses
To the extent possible, PCards should be used to pay for lodging costs. When using the PCard, the employee should ensure that only business expenses are charged to the PCard.
Please Note: Expenses such as food, laundry, movie, or game rentals charged to the room must be paid for personally and not charged to the university-issued PCard.
Subsistence Allowance Rates
Subsistence is an allowance for lodging and meal costs (including gratuities). To be eligible for allowances while in travel status, the employee must be acting in an official capacity as required by their work activities and the travel destination must be at least 35 miles from the employee’s duty station or home, whichever is less.
Detailed information on Subsistence Allowance Rates can be found in Section 3.0 of the Travel Manual.
Meal Expenses
Meal allowances are not allowed for travel unless overnight travel criteria are met. University employees when in overnight travel status are eligible to receive reimbursement for meals (including lunches) for full days of travel and for partial days (less than 24 hour period) when the partial day is the day of departure or the day of return and the partial day involves an overnight stay.
Tipping/Gratuity
Reimbursable gratuity or tips must be considered reasonable for items that are not already covered under subsistence. A reasonable tip would be one that a prudent person would give if traveling or conducting personal business and expending personal funds.
For further guidance, the following information is provided when calculating a tip:
- Airports
- Baggage Handling/Skycaps – no more than $2 per bag
- Shuttle Drivers – no more than $2 per bag.
- Parking/Auto Related
- Valets – $2 per car when collecting the car
- Taxi or car service drivers = no more than $5.00 per trip
- Lodging
- Housekeeping tips are not allowed
- Tips to a hotel employee for baggage handling or baggage checking should not exceed $2 per bag.
Detailed information can be found in Section 6.5 “Tips” of the Travel Manual.
Insurance
- Flight and/or travelers insurance including life and/or medical insurance is not reimbursable. (See Section 6.6 of the Travel Manual)
- Flight and/or travelers insurance may be purchased for out-of-country travel with non-state appropriated or grant funds if the grant specifically allows the expense.
- Business Traveler Insurance, including MedEvac/Repatriation coverage, may be purchased through Insurance & Risk Management for a fee.
For detailed information on Flight and/or Travelers Insurance please see Section 6.6 of the Travel Manual.
Fees & Service Charges
With sufficient justification and documentation and with the approval of the department head (or their designee), university employees can be reimbursed for usual, customary, and reasonable fees and service charges imposed by travel agents for assistance in making travel arrangements.
For additional information please see Section 6.0 of the Travel Manual).
For detailed information on Subsistence, Meal, Lodging, and Travel Expenses please see section 3.0 of the Travel Manual.
Transportation
- Commercial Airlines: Transportation by commercial airlines is limited to actual coach fare substantiated by a receipt. Special charges by commercial airlines including baggage fees, seating accommodations within the coach class section, or airport service charges are allowable charges and may be paid/reimbursed as part of air transportation expenses.
- Employees traveling internationally on overseas flights may be reimbursed actual business class fare (substantiated by receipt) with prior approval of the department head or designee. (See Section 4.1.1 of the Travel Manual for detailed information).
- Flight and/or travelers insurance including life and/or medical insurance is not reimbursable. (See Section 6.6 of the Travel Manual)
- Ground Transportation: University travel shall be conducted in the most efficient manner and at the lowest and most reasonable cost to the university. With regard to passenger vehicle travel, whether in-state or out-of-state, university departments shall:
- Maximize the utilization of university-owned vehicles
- Make use of State term contracts for short-term rentals (State Term Contract 975B Vehicle Rental Service)
- Reimburse for use of personal vehicles on a limited basis in situations when the use of state-owned vehicles or state-term contract rental vehicles are not readily available
For additional information on different types of ground transportation please see Section 4.2 of the Travel Manual.
Lodging Expenses
In order to qualify for reimbursement for overnight stays, the travel must involve a travel destination located at least 35 miles from the employee’s duty station or home, whichever is less, to the final travel destination.
Employee lodging expenses that are paid for or reimbursable by an entity outside NC State University may not be charged to the university.To the extent possible, PCards should be used to pay for lodging costs. When using the PCard, the employee should ensure that only business expenses are charged to the PCard.
- Reimbursement of lodging costs, whether in-state, out-of-state, or out-of-country, must be documented by an original receipt of actual lodging expenses from a commercial lodging establishment. The original receipt must provide evidence of:
-
- The claimant as the traveler
- The travel dates
- The room rate and taxes
- A final itemized billing of the lodging expenses incurred
- The name and address of the lodging establishment.
- Specific dates of lodging must be listed on the reimbursement request.
See 3.3-3.3.5 of the Travel Manual for detailed lodging reimbursement information.
Please Note: Expenses such as food, laundry, movie, or game rentals charged to the room must be paid for personally and not charged to the university-issued PCard.
Subsistence Allowance Rates
Subsistence is an allowance for lodging and meal costs (including gratuities). To be eligible for allowances while in travel status, the employee must be acting in an official capacity as required by their work activities and the travel destination must be at least 35 miles from the employee’s duty station or home, whichever is less. Ensure you are familiar with the calculations associated with the reimbursement of these expenses. The calculations must involve the starting address of the employee’s regularly assigned duty station or home, whichever is less, to the final travel destination.
Current Subsistence Rate Chart
Meal Expenses
Meal allowances are not allowed for travel unless overnight travel criteria are met. University employees when in overnight travel status are eligible to receive reimbursement for meals (including lunches) for full days of travel and for partial days (less than 24 hour period) when the partial day is the day of departure or the day of return and the partial day involves an overnight stay.
Tipping/Gratuity
- Reimbursable gratuity or tips must be considered reasonable for items that are not already covered under subsistence. Excessive tips will not be reimbursed. A reasonable tip would be one that a prudent person would give if traveling or conducting personal business and expending personal funds.
Detailed information can be found in Section 6.5 “Tips” of the Travel Manual.
Insurance
- Flight and/or travelers insurance including life and/or medical insurance is not reimbursable. (See Section 6.6 of the Travel Manual)
- Flight and/or travelers insurance may be purchased for out-of-country travel with non-state appropriated or grant funds if the grant specifically allows the expense.
For detailed information on Flight and/or Travelers Insurance please see Section 6.6 of the Travel Manual.
Fees & Services Charges
With sufficient justification and documentation and with the approval of the department head (or their designee), university employees can be reimbursed for usual, customary, and reasonable fees and service charges imposed by travel agents for assistance in making travel arrangements.
For additional information please see Section 6.0 of the Travel Manual).
For detailed information on Subsistence, Meal, Lodging, and Travel Expenses please see section 3.0 of the Travel Manual.
Foreign Currency Conversion
For international travel, you will need to convert foreign currency to US Dollars using currency conversion websites, such as Oanda. Foreign currency should be converted according to the currency exchange rate in effect at the time of travel.
After converting each expense, print or save the individual conversion. You must upload both the conversion sheet(s) and original receipt(s) into the travel reimbursement system. (Remember to exclude non-reimbursable and personal expenses prior to converting.)
Creating a Travel Reimbursement from a Travel Authorization
After completing your travel you will need to create and submit a Travel Reimbursement (TR) or any out-of-pocket expenses that qualify for reimbursement. For steps on creating a travel reimbursement from your travel authorization follow the steps in Section TC.1.4 of the Travel Manual.)
Creating a Travel Reimbursement for an employee without an Authorization
After completing your travel you will need to create and submit a Travel Reimbursement (TR) or any out-of-pocket expenses that qualify for reimbursement. To create a travel reimbursement for an employee who did not have a travel authorization follow the steps in Section TC.1.5 of the Travel Manual.