Student Travel

What is Student Travel? 

A student is anyone enrolled in a course for academic credit. Student travel is part of a student's education and sponsored by the university. This can include travel to domestic (or international) locations, attending conferences, participating in research activities, or participating in intercollegiate academic or athletic competitions. 

Eligibility

For Undergraduates: Undergraduate Students must be in good academic standing and have permission from the department head in order to travel. They also must complete all required forms provided by Student Affairs prior to departure from the campus. 

For Graduate Students: Graduate students are subject to the same travel policies and procedures as university employees. While graduate students are ineligible for travel cards, they can be reimbursed for their expenses via an Emburse Enterprise (formerly Chrome River) expense report. Advisors can use travel cards or personal funds to offset a graduate student’s expenses while in travel status.

 

Types of Student Travel

  • School related travel – For expenses to be school related, students do not provide services in attending an event or conference, or they provide services that benefit the students themselves.  
  • Business related travel - If the students provide services that primarily benefit N.C. A&T, the expenses are business related. Related services include submittal and/or presentation of a research paper, participation in round table discussions, sharing knowledge or technology within the university community, or participation in academic or athletic competitions.
  • International Student Travel - The Office of International Affairs is the first contact point for all international travel. 

 

Student Travel Scenarios 

Below are several scenarios where school related travel and business-related travel are compared. School related travel is processed in the Financial Aid Office, while university business travel is processed through Emburse Enterprise. A Pre-Approval created in the student’s account is required and imported into an expense report for reimbursement of allowable expenses. 

If the travel focuses on academic dissertations, thesis, or training that primarily benefits the student, or it revolves around enhancing learning outcomes, skill development, and personal growth, then the travel is school related.  (Example: A student travels to attend a workshop for educational purposes related to their own study. The student does not provide any service or contribute to the workshop on behalf of the university. Therefore, travel expenses are school-related.) 

If the student travels to fulfill a service or project requirement as a scholarship, fellowship, or accolade component, then this is considered school related travel. 

If the student travels to participate in enrichment opportunities like conferences, seminars, networking events, educational activities, etc., aimed primarily at benefiting the student, then the travel is school related.  

If a student participates in an internship or summer research experience, the travel is considered to be school related.

If students provide services that primarily benefit N.C. A&T, the expenses are business-related. Related services include the submittal and/or presentation of a research paper, participation in round table discussions, or sharing knowledge or technology within the university community. Faculty and staff members should follow the process below.

Students will not have access to Emburse Enterprise (formerly Chrome River). If the department plans to reimburse the student, a delegate must submit a Chrome River Vendor Create Form on each student's behalf. The delegate will also create the pre-approval once the student account has been created in Emburse Enterprise. Once the pre-approval is approved, the delegate will make travel arrangements and purchases (a faculty or staff T-card may be used). Delegates will be responsible for entering students’ reimbursements.

Faculty and/or staff can be given a cash advance to distribute to students for certain expenses. Students can also pay for their expenses and be reimbursed via a Chrome River expense report after the trip.

Student competitions (student groups, inter-collegiate athletics, intramural).

See scenario #5 above. 

Questions? Contact University Travel Services.

Bivian Ejimakor
Accounting Manager
boejimak@ncat.edu 
336.285.2991

Tyler Ball
Travel Auditor and Student Travel Contact
taball@ncat.edu 
336.285.2945