To provide guidelines for established policies related to non-state employees involved in official travel for the university.

Scope

General Statement

Non-state employees traveling on state business whose expenses are paid or reimbursed by the State of North Carolina are subject to the same regulations as state employees, including statutory lodging and meal allowances.

All travel is subject to availability of funds. The university reserves the right to limit the cost of travel according to the limits established prior to the trip. The department head/chair responsible for the university fund from which the travel expenses will be paid is responsible for ensuring funds are available prior to authorizing travel for non-state employees. Lodging excesses as defined by the state (lodging in excess of the amounts listed in Appendix A) must be approved by the department head/chair prior to the travel.

Definition of Non-State Employee

For purposes of this policy, examples of non-state employees include, but are not limited to, the following:

1. A consultant or contractor not paid through our payroll system.
2. A professional person (not on the state payroll) to whom an honorarium is paid.
3. An employee of another governmental jurisdiction (local or federal) in whose travel the state may have a business interest.
4. A prospective employee.
5. A student (not on payroll) in a state public college or university.
6. An attendant for a handicapped employee.

Departmental Blankets

An annual blanket Travel Authorization form may be prepared for a department to cover anticipated non-employee travel expense while on official University business.

However the following travel related cost for non-employees requires a purchase requisition rather than a travel requisition:

1. Airline ticket for non-University employee
2. Charter bus
3. Rental vehicle that is picked up from a private rental agency
4. Prepaid lodging

Travel Advance

Travel advances will not be provided to non-state employees.

Reimbursable Expenses

1. Consultants or Contractors

Travel expenses for consultants or contractors may be reimbursed following the same travel procedure for non-state employees or may be included as part of the contracted services payment. If travel expenses are paid to an individual as part of the contracted services payment, the consultant or contractor must be informed of the tax liability for these payments.
(See Procedure05.156 Procurement of Contracted Personal Services and Consultant Services for additional instructions regarding payments to contractors or consultants.)

2. Prospective Professional Employees

Prospective professional employees visiting the university for employment interviews may have travel expenses reimbursed.  Reimbursable travel expenses are limited to transportation, lodging, and meals for a maximum of three days (5 days if one is a Saturday) at the in-state rates listed in Appendix A.

3. Students

Students at state institutions who travel on official state business and whose expenses are paid or reimbursed by the state are subject to the same regulations (including statutory lodging and meal allowances) to the same extent as state employees.
Exception for student team travel: Students traveling for athletic sponsored events are subject to special documentation and reimbursement rules.

4. Attendants for Handicapped Employees

State policy does not permit the routine payment of salaries for attendants for handicapped employees. Payment of travel lodging and meal expenses for attendants may be reimbursed if advance approval is obtained in writing via a memo from the Chancellor.

5. Family Members

Travel expenses for members of a non-employee's family are not reimbursable.