Travel Services (TRA)
POLICY 1
Effective Date: 11/01/2000
Last Modified Date: 12/01/2000
Purpose and Regulations
Statutory regulations for per diem, transportation and subsistence allowances for state boards, etc., state officers and employees are contained in G.S. 138-5, 138-6, and 138-7. This section provides statements of policy to enable University departments to pay or reimburse allowable travel expenses pertaining to official travel and subsistence.
Employee Responsibility
An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.
Definitions and Guidelines
Transportation—Includes personal automobile, taxi, bus, train, airplane, motor pool charges, auto rental, tolls, and parking fees. All travel expenses must be incurred by and for University employees or other eligible travelers in conducting official University business in order to be eligible for reimbursement.
Employee's Duty Station—"Duty station" is defined as the job location at which the employee spends the majority of his or her working hours. For an employee in travel status, the duty station is the point where traveling begins.
Subsistence (Meals and Lodging)—Subsistence is an allowance related to lodging, and meal costs and gratuities thereon. General Statute 138-6 provides for allowances to be paid in amounts or rates specified. For purposes of determining eligibility for allowances, travel status means being away from the employee's normal duty station. The duty station is defined as the location at which the employee spends the majority of his or her working hours. To be eligible for allowances in connection with travel, the employee must be acting in official capacity as required by his/her work activities.
Non-State Employees—Non-State employees traveling on official University business whose expenses are paid by the University are subject to these regulations, including statutory subsistence allowances, to the same extent as are University employees. Travel expenses for members of a non-employee's family are not eligible to be paid by the University. Consult with the specialist in the Office of Sponsored Research who handles the program before reimbursing non-State employees from sponsored research accounts. Reimbursements should be processed on a Check Request.
Prospective Professional Employees—Department heads are authorized to approve reimbursement of transportation expenses of prospective professional employees visiting University departments for employment interviews for EPA positions. These expenses are limited to transportation and subsistence for 3 days (5 days if one is a Saturday) at the in-state rate. Reimbursements should be processed on a Check Request.
Students—Students at the University who travel on official University business and whose expenses are paid or reimbursed by the University are subject to these regulations, including statutory subsistence allowances, to the same extent as are University employees. Travel by students for the purpose of participating in athletic contests and activities of student organizations must be paid from funds supporting the particular organization or activity. University students may travel in State vehicles for purposes of participation in athletic contests and activities of student organizations officially recognized by the administration of the University.
Attendants—Payment of travel and subsistence expenses (motel and meal costs) for attendants may be reimbursed if advance approval is obtained from the Department head.
Registration Fees—Convention registration fees may be reimbursed for the actual amount expended as shown by a valid receipt or invoice.
Reimbursements—All reimbursement requests shall be filed for approval and payment within 10 days after the travel period ends for which the reimbursement is being requested.
Passports—Reimbursement for costs incurred in obtaining or renewing a passport may be made to an employee who, in the regular course of his duties, is required to travel overseas in the furtherance of official University business. Passport expenses are chargeable to the same fund that supports the employee's trip. Prior written approval from the Department Head is required for reimbursement.
Out-of-State Travel—Out-of-state travel status begins when the employee leaves the state and remains in effect until the employee returns to the state. However, in-state allowances and reimbursement rates apply when employees and other qualified official travelers use hotel and meal facilities located in North Carolina immediately prior to and returning from out-of-state travel during the same travel period.
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