Travel Services (TRA)
POLICY 3
Effective Date: 09/01/2005
Last Modified Date: 07/09/2009
Travel Allowances for University Officers, Faculty, and Staff
Expenses for travel on official business by employees of the University are reimbursed at the following rates as set forth by legislation:
- Travel by private car is reimbursable to a maximum of $0.55 per mile, if a State car is not available, and the round trip does not exceed 100 miles. Travel by private car for the convenience of the employee may not exceed the cost of using public transportation. If a State car is available and the employee instead drives his/her own vehicle, the reimbursement shall be $0.33 per mile.
- Transportation by airline, bus, railroad, or other conveyance shall be reimbursed at actual tourist class fare.
- The amount claimed for subsistence (room, meals, and reasonable gratuities) shall not exceed the statutory limits below. For information concerning excess subsistence, see TRA Policy 9, Subsistence.
- For travel within less than a 24-hour period, use applicable items only from the following table (see TRA Policy 9 for definitions of "applicable"):
IN-STATE
OUT-OF-STATE
Breakfast
$7.75
$7.75
Lunch
$10.10
$10.10
Dinner
$17.30
$19.65
Total Meal Expense
$35.15
$37.50
Lodging
$65.90
$78.05
Grand Total
$101.05
$115.55
Reimbursement for lodging may be made only in the amount documented by a receipt of actual lodging expenses from a commercial lodging establishment. The per diem rate for lodging does not include taxes. That is, the payment of sales tax, lodging tax, local tax, or service fees applied to the cost of lodging are paid in addition to the lodging rate and are reimbursed as a lodging expense. A request to stay at a non-commercial establishment (e.g. lodging at a location other than a hotel, motel, bed/breakfast) must be approved in advance by the Office of State Budget and Management (OSBM) in Raleigh. Please submit requests with sufficient lead time to allow for review by OSBM staff.
Expenses for out-of-state travel on official business shall be reimbursed only upon prior authorization as prescribed by University regulations.
Travel authorization and reimbursements for University employees must be submitted via Web Travel. Paper travel forms are no longer accepted.
Additional References
TRA Policy 4, Authorizations Required for Travel
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