RESPONSIBLE OFFICE

Requests for travel authorization for University related travel are processed through the Purchasing Office. This office has been given the responsibility of administering the University's travel policies.

The Purchasing Office is located in suite 200 of the L. C. Dowdy Administration Building. This office is open between 8:00 a.m. and 5:00 p.m. Monday through Friday.

PURPOSE

The purpose of the section is to provide a source where University personnel can obtain State and University policies and procedures governing the approval and reimbursement of travel expenses incurred while conducting official State business.

POLICY

University policies regarding reimbursement for expenses incurred while traveling on official State business shall be those regulations published by the state of North Carolina, Office of State Budget and Management.

These polices and procedures affect the expenditure of funds from all sources administered by the University.

ASSISTANCE

All travelers and administrative personnel should be aware of the travel rules and regulations stated in the manual. Please refer any questions concerning proper authorization for travel to the Purchasing Office, telephone number 334-7555.

SUBMISSION

A request for travel authorization form should be completed for all travel ( (except one day travel). All requests should be submitted at least fourteen (14) days in advance of the requested travel date. Out-of-country travel requests should be submitted twenty-one (21) days in advance of the requested travel date.

TRAVEL ALLOWANCES

Expenses for travel on official business by employees of state departments, institutions and agencies shall be reimbursed at the following rates as set forth by the State Budge Manual No. 5.

For transportation by privately-owned automobiles, forty and one-half cents (.405) per mile may be paid for round trips of 60 miles or less, or for trips when a state-owned vehicle is not reasonably available.

Twenty-five (.25) cents per mile will be paid for trips exceeding 60 miles round-trip when a state-owned vehicle is available and the employee elects to drive his/her personal vehicle with approval of appropriate management. For transportation by airline, bus, railroad Pullman or other conveyance, actual coach fare.

For subsistence, the actual amount expended for room, meals and reasonable gratuities, not to exceed a total of Ninety-one seventy-five cents ($91.75) per day when traveling in-state or a total of one hundred five ($105.00) dollars per day when traveling out-of-state.

Convention Registration

State law allows reimbursement of the actual amount of convention registration fees as shown by a valid receipt or invoice. [G.S. 138-6(a)(4)]

Revised 07/05