To provide guidelines for explaining the policy for the reimbursement of travel costs.

Scope

General Policy Statement

1. The university reimburses travel expenses in accordance with the regulations of the State of North Carolina Office of State Budget and Management.
2. Reimbursement is limited to personal out-of-pocket costs and allowances incurred while on authorized university business by the individual making the claim.

Notes regarding travel by non-state employees:

Travel by non-state employees requires a Travel Authorization for reimbursement.

Non-state employees are bound by the same statutory reimbursement regulations, documentation requirements, and other conditions as state employees unless otherwise indicated.

Approval of Travel Reimbursement Requests

1. Department Head/Chair Approval

For travel costs to be reimbursed, the appropriate Travel Reimbursement form must be approved by the department head or chairperson having budget authority for the university fund(s) providing funds for the reimbursement. Additional approvals are required as indicated below.

2. Supervisor Approval (Only for State Employee Travel)

Approval of the traveler's immediate supervisor is required.

3. Other Approvals

Additional approvals may be required as follows:

1. There are special departmental or divisional approval requirements.
2. Travel costs are split between two or more university six-digit funds.

4. For travel by non-state employees only:

Approval of the Chancellor or the appropriate Vice Chancellor is required on the reimbursement request if foreign travel (travel outside the contiguous United States including travel to Alaska and Hawaii) is involved.

Timely Submittal of Travel Reimbursement Requests

The Travel Reimbursement must be submitted to the travel office within the designated time limits after the travel period ends. (See Procedure statement 1.)  Failure to submit the reimbursement request in the designated time period could result in rejection of the reimbursement request.

Documentation Substantiating Travel Reimbursements

All documents substantiating travel shall be on file with the University Accounting/Travel Department. Original receipts and/or written statements are required to be attached to the Travel Reimbursement before forwarding to Travel Department for reimbursement.