Employee Travel
When traveling on official University business, employees are expected to demonstrate the same fiscal responsibility and prudence they would exercise when traveling for personal reasons and using their own funds. This includes a commitment to cost-efficient practices and prudent spending.
Key Facts
- Must be processed and approved in Chrome River.
- Plan your trip and enter the Pre-Approval (PA) report, at minimum, three (3) weeks before traveling (domestic).
- Must have an approved PA report before spending funds (personal or T-card) and traveling.
- Must submit Expense (ER) Reports in Chrome River within thirty (30) to forty-five (45) days after travel supported by itemized receipts.
- Travel expenses claimed after forty-five (45) days fall within the non-accountable plan and are considered taxable income. These expenses must be reported to payroll.
Pre-Approval Checklist
- Agendas, itineraries, site contact emails for research visits, and event or team schedules are required documentation. Supporting documentation can include anything to support the trip's purpose, which clearly states the dates of travel and destination.
- Enter estimates for travel (i.e. airfare, lodging, registration, meals per diem, and any expenses related to the travel). If required by your department, documentation for the estimates is necessary.
Important to Know
- Getting Started (PDF) - guide for before, during, and after travel.
- Employee International Travel - Starts in the Office of International Affairs.
- Chrome River Fund Request Form - Add new Fund allocations or update approvers.
- Chrome River Vendor Create Request – Add students, interviewees, and non-affiliates traveling on university business.
- Direct Deposit for Non-payroll (PDF) - To receive travel reimbursements and/or cash advances. The document is managed by Accounts Payable.
- Travel Policy
Other Important Travel Info, Rates, and Allowances
- Direct Travel: 336.768.1680. You must have an approved PA (pre-approval).
- Book directly with the airline.
- Breakfast - $10.10
- Lunch - $13.30
- Dinner - $23.10
- Breakfast - $10.10
- Lunch - $13.30
- Dinner - $26.30
Per diem is allowed for overnight stays only.
Effective January 1, 2024 by the NC Office of State Budget and Management (OSBM), mileage for personal vehicle use is $0.67 (IRS rate) per mile.
- Rental Car - State Contract 975B-Vehicle Rental Services
- University Motor Fleet/Vehicle Services - 336.285.4591
- Real ID's will be required on May 7, 2025, to board domestic flights and access certain federal facilities.
- Security Screening Identification -TSA Update information from the Transportation Security Administration website.
Frequently Asked Questions
If State-appropriated or Facilities and Administrative Funds pay for the trip, the maximum per diem amount allowed for meals is set by the OSBM (see Travel Allowances, Mileage, and Per Diem Rates).
Some federal contracts and grants allow per diem reimbursement based on the U.S. State Department allowances. If a traveler wishes to use funds from a federal contract and grant, the grant must have specific documentation to support travel at rates exceeding the out-of-state per diem rate. The supporting documentation MUST be included in the pre-approval and the reimbursement.
Fees charged by commercial airlines, including baggage fees, main cabin seats within the coach/economy class section, or airport service charges, are allowable and may be paid/reimbursed as a part of air transportation expenses.
However, the number of bags should be reasonable in relation to the business purpose. For example, if the number of bags checked exceeds two (2), the purpose of the trip should justify the additional bags. Other fees, such as early/priority boarding, or extra leg room are personal and will not be reimbursed.
Questions? Contact University Travel Services.
cradmin@ncat.edu336.334.7684
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