GENERAL
All travel involving overnight stays must be approved in advance. Reimbursement for lunches will not be allowed when overnight stay is not required.
IN-STATE TRAVEL/TWENTY-FOUR HOUR PERIOD
When travel is for a twenty-four (24) hour period, a state employee is entitled to reimbursement for the actual amount expended for room and meals, not to exceed a total ninety-seven dollars and seventy-five cents (97.75).
LESS THAN TWENTY-FOUR HOUR PERIOD
When travel is for less than a twenty-four (24) hour period, the lodging allowance is a maximum of sixth-three dollars and seventy-five cents ($63.75) with a meal allowance of thirty-four dollars ($34.00). (Effective July 1, 2007)
SUBSISTENCE RATES
The following are the established rates for reimbursement of meals and lodging for in-state travel: (Effective July 1, 2007)
An employee should request reimbursement for actual expenses, if they are less than the rates in the above listing.
REGISTRATION FEES
Registration fees may be paid by the University for the employee. Employees may not claim reimbursement for meals included in registration fees. When a registration fee includes the costs of one or more meals, it is the responsibility of the University to insure that reimbursements for such meals are not made to the employee.
OVERNIGHT TRAVEL
Employees receive allowances for meals and lodging for full days of travel and for partial days (less than 24 hour period) when the partial day is the day of departure or the day of return and involves an overnight stay. To be eligible for specified meals on partial travel days the employee must:
DAILY TRAVEL/NOT OVERNIGHT
Allowances shall not be paid to employees for lunches if travel does not involve overnight stay.
To be eligible for allowances for the breakfast and evening meals employees must comply with the following criteria:
ACTUAL COST
The actual cost of each day's subsistence must be reported on the employees request for reimbursement of expenses. If any daily total exceeds the authorized limit, the difference may not be applied to another day. Daily lodging expenses are to be reported as incurred on the date the night's lodging begins.
SHARING ROOM WITH A FAMILY MEMBER
Reimbursement to employees sharing a room with a member of his or her family will be limited to the single occupancy rate.
RECEIPTS
A receipt for lodging charges and registration fees must be attached to the employees expense account.
TIPS
Reasonable tips are allowed for table service at meals (not in excess of 15%). These tips must be itemized under subsistence on "The Request for reimbursement of Travel and Other Expenses" and are counted toward the authorized subsistence maximum.
Tips for handling baggage at common carrier terminals and tips for handling baggage when arriving at or departing from the place of lodging are allowed and must be itemized under "Other Expenses" on the travel reimbursement form. Excessive tips must be documented with a receipt. These tips are not counted toward the authorized subsistence allowance.
Tips for room service, valet and other hotel services are not reimbursable. The cost of laundry, entertainment, alcoholic beverages, "set ups," between-meal snacks or refreshments and other personal expenses are not reimbursable.
TELEPHONE
Allowable Personal Calls- An employee who is in travel status for two or more consecutive nights in a week is allowed one personal long distance telephone call for each two nights. Reimbursement to the employee may not exceed $3.00 for each in-state call or $5.00 for each out-of-state call.
Employee emergency calls- Employees may use the state network system, state credit card, or may be reimbursed for a personal long distance call(s) if such call(s) is/are of an emergency nature as determined by the department. An example is a call made when an employee call home to inform someone that the travel period has been extended beyond the original plans due to unforeseen reasons.
Mobil Telephones- Because mobile telephone charges (cellular and digital) are based on measured use, no personal call should be made on mobile telephones except in case of emergency as determined by the department. Mobile telephone calls to conduct official state business should only be used when a more economical means of telephoning are not reasonably available.
If an employee uses his/her personal mobile telephone in conducting state business, the employee can be eligible for reimbursement. In order for the agency to reimburse the employee, the employee must indicate on his/her telephone bill the reimbursable calls, individuals called and nature of calls and submit the telephone bill to their supervisor for approval. If the supervisor approves the calls as state business related, the agency will reimburse the actual billed cost of the call.
Use of Telephone with Computer Hook-ups- Employees traveling on official state business needing to transmit data, including e-mail, via their computers should use the most efficient manner available, including services available through the State's Information Technology Services (ITS) access.
Exceptions- Any exception to the rules and regulations as herein stated in the State Budget Manual, except those expressly delegated, must be approved in advance by the Office of State Budget, Planning and Management.
Official telephone calls are reimbursable under "Other Expenses". Calls over $3.00 must be identified as to the point of origin and destination.
OUT-OF-STATE TRAVEL/TWENTY-FOUR HOUR PERIOD
When traveling out-of-state for a twenty-four (24) hour period, a state employee is entitled to the reimbursement of the actual amount expended for room meals, and reasonable gratuities; not to exceed one hundred eleven dollars and seventy-five cents ($111.75) per day. Out-of State travel status begins the day the state employee leaves State of North Carolina and remains in effect until the employee returns to the state. Actual expenses for meals (three or less) shall not exceed a maximum of thirty-six dollars and twenty-five cents ($36.25) including gratuities. (Effective July 1, 2007)
SUBSISTENCE RATES
The following are the established rates for reimbursement for meals and lodging when traveling Out-of-State: (Effective July 1, 2007)
An employee should request reimbursement for actual expenses if they are less than the rates in the above table.
STIPENDS
Stipends may not be paid in addition to subsistence.
Revised 7/07