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Policies and Procedures

Policy 1308 – Travel Expenses

Policy Statement

Travel, subsistence, and other allowed expenditures will be reimbursed to authorized University employees and others traveling on official University business. Reimbursements will be made at the amount authorized by State regulations, unless a higher allowance (excess subsistence) has been specifically approved.

Reason for Policy

The policy ensures compliance with State and University travel policies. It also serves to establish guidelines for approval, control and accounting for employees and others who travel on University business.

Exclusions

The University will NOT reimburse travelers for the following expenses:

• Any expenses related to the personal negligence of the traveler, such as non-canceled hotel reservation.
• Fines (including parking fines, speeding tickets, etc.).
• Loss or damage expenses for personal property, such as lost or stolen articles, damage to personal vehicles, clothing or other items.
• Entertainment expenses, such as fees for social or non-mandatory activities at conferences (tours, sports activities, etc.), alcoholic beverages (never allowable from state funds), inordinately expensive meals and lodging, videos or movies charged to hotel/motel bills, etc.
• Vehicle expenses (other than rental, mileage, parking and tolls), such as charges to gain entry to a locked vehicle and towing charges.
• Travel expenses (including child care) related to family members or companions.
• Expenses for accidents or injuries when the employee is not on official business.
• Expenses related to care of the traveler’s family or home (e.g., pet-sitting or house-sitting expenses).

The above list is not all-inclusive.

Special Situations

When two or more persons travel together, it is necessary for each person to submit a separate Travel Request form for expenses for meals, lodgings, tips, and transportation by public carrier. However, when two or more persons use the same personal or State car, only one person should report the cost of operating the car.

Reimbursement to an employee sharing a room with another employee will be limited to one-half of the occupancy rate if both claim expense for the room.

Reimbursement to an employee sharing a room with a relative will be limited to the single occupancy rate.

Allowances will be paid for meals for partial days of travel when the partial day is the day of departure or the day of return. The following table details the requirements to claim such reimbursement.

Procedures

• 1308.1 - Reimbursing Travel Expenses

Additional Information

Frequently Asked Questions

Q: I prefer to drive my own car to a seminar in Washington, D.C. Will I be reimbursed for mileage at the current rate?

A: A traveler is expected to use the least expensive method of transportation. If a state car was available and you chose to drive your own car, you would be reimbursed at $0.30/mile.

Q: I am attending a seminar in the Research Triangle Park that lasts two days. May I be reimbursed for meals and lodging?

A: No. Meals and lodging are only reimbursed if the travel destination is at least 35 miles from the closer of your duty station or home.

Q: May I use the frequent flyer miles I earn for business travel for my personal travel?

A: Frequent flyer miles earned by a state employee while traveling on state business at state expense are the property of the state. Frequent flyer miles accumulated by an individual state employee during previous state business trips should, to the extent possible, be used by the state employee accumulating the frequent flyer miles while traveling on future state business trips.

Related Data

1308.1.1rd - Reference List of Travel Expenses

Contacts

History

Revised:
March 28, 2011
September 29, 2008