Travel Reimbursement System

1. Travel Reimbursement System

2. Travel Policies and Procedures

3. University Travel Definitions Approver/Approval Signature Destination Employee’s Duty Station Executive Development Fees External Conference Informal Meeting Internal Conference Management Retreat Non-State Employee Out-of-County Travel North Carolina State University

4. University Travel Definitions Out-of-State Travel Per Diem Compensation Registration Fees Required Staff State Employee Subsistence (Meals & Lodging) Training Session Transportation Training Session Transportation North Carolina State University

5. University Travel Accounts Employee Travel Based on Destination North Carolina State University

6. University Travel Accounts Board/Non-Employee/Student Travel NOT Based on Destination North Carolina State University

7. University Travel Authorization Procedures The written pre-authorization of travel is no longer required to be submitted to Accounts Payable, except when an eligible traveler wants to request a travel advance.  Pre-authorization and maintenance of the authorization to travel is the responsibility of each department.   North Carolina State University

8. Subsistence Allowances Daily Travel (Not Overnight) Overnight Travel Out-of-State Travel Subsistence Allowances (Rates) North Carolina State University

9. Subsistence Allowances Daily Travel (Not Overnight) Overnight Travel Out-of-State Travel Subsistence Allowances (Rates) Lodging Documentation Excess Lodging Cancellation Penalties & Charges Meals Reimbursement Lunch Allowance Limitations Meals Included North Carolina State University

10. Subsistence Allowances Excess Meals Tips Passports Telephone / Facsimiles Allowable Personal Calls North Carolina State University

11. Registration Fees Internal Conferences Registration & Meal Limitations Coffee Breaks North Carolina State University

12. Registration Fees External Conferences Registration & Meal Limitations Coffee Breaks Meals Included in Registration Payment of Registration Lump-sum Payments Registration vs. Tuition North Carolina State University

13. State Vehicles Regulations Liability Insurance Vehicle Use at Destination Reimbursable Expenses Hitchhikers Non-State Employee Riders North Carolina State University

14. Personal Vehicles Reimbursement for Use Commuting North Carolina State University

15. Ground Transportation For Air Travel to/from Duty Station to/from Destination Airport Parking North Carolina State University

16. Common Carrier Commercial Airlines Chartered Aircraft Privately Owned Aircraft Cancellation Penalties & Charges Super-Saver Rates Frequent Flyer Miles Reduced Air Fare Coupons Transportation Reimbursement North Carolina State University

17. Other Transportation Other Than to/from Airport Train or Bus Rental Cars North Carolina State University

18. Non-State Employees Travel Reimbursements Non-State Employees Non-Resident Aliens Students Prospective Professionals Attendants for Handicapped North Carolina State University

19. Travel Advances Guidelines/Policies Procedures Forms AP001 & AP102 North Carolina State University

20. Travel Reimbursement Guidelines/Policies Forms AP005 & AP006 North Carolina State University

21. 2114 Avent Ferry Road Campus Box 7568 Raleigh, NC 27695-7568 Phone (919) 513-3372 Fax (919) 513-3370 http://www.fis.ncsu.edu/EIS/

22. The End