Travel
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Are filing fees for travel visas allowable charges to sponsored projects?
When travel by PI / project personnel is necessitated by sponsor or nature of work, basic filing and anti-fraud fees... -
Are meals for an employee’s spouse reimbursable?
The Conference and Meeting Expenses guideline 4.0.1 provides that the spouse’s attendance during a meal must have a business purpose... -
Are there sales tax exemptions for out-of-state hotels?
NC State University’s sales and use tax exemption does not apply to occupancy taxes on hotel/motel lodging. When paying direct,... -
Are tips an allowable reimbursement?
Meal and housekeeping tips incurred by the traveler are included in the subsistence allowances. Lodging – Housekeeping tips are included... -
Are travel reimbursements denied when personal travel is added to the trip?
Travel Reimbursements (TR) are not denied when personal travel is added to the trip. However, please keep the following in... -
Can I buy an airline ticket with my PCard if personal travel is included in my trip?
Yes. However, the traveler should not purchase airline tickets for trips that include personal travel which is a higher price... -
Can I change a travel authorization date after final approval?
The fields within the travel authorization are available to edit up until a travel reimbursement is initiated. After that point,... -
Can I create a Travel Authorization or Reimbursement on behalf of someone else?
Yes, you can create a Travel Authorization or Travel Reimbursement on behalf of someone else. To do so, you must... -
Can I get a travel advance for my work-related travel expenses?
To determine eligibility and how to request a travel advance, visit Travel Advances on the University’s Controller’s Office website. Related... -
Can I pay for airline memberships with my PCard?
No, airline memberships are not an acceptable expense for the University, regardless of fund source. -
Can I pay for my business trip expenses with a PCard?
Allowable travel expenses paid with a PCard include: Airfare Car Rental For car rentals, do not select optional damage insurance... -
Can I pay for the cost of a passport with my PCard?
Yes, as long as the employee has upcoming international travel where the passport would be required. -
Can I pay for Uber or Lyft with my PCard?
Yes, but please use caution when selecting the correct credit card for your business and personal travel Most ride-share apps... -
Can I pay for valet parking?
Valet parking is an allowable expense when: Conducting university business, and Valet parking is the only available parking option or... -
Can I prepay a conference registration?
Yes, NC State University can prepay conference registration with an approved Travel Authorization or AP104 for the traveler(s). For additional... -
Can I prepay my lodging travel expenses?
Yes, NC State University can prepay for one night of lodging with an approved Travel Authorization or AP104 for the... -
Can I prepay with this fiscal year’s funds for travel that will occur next fiscal year?
Regarding state funds, payments within current fiscal year can include: Expenses for domestic travel occurring before July 31 International travel... -
Can I rent a car with my Pcard?
Yes. Please make sure that the employee has a fully approved Travel Authorization (TA) in place prior to booking. Refer... -
Can I split a travel reimbursement between more than one department?
Yes, funding may be split by percentage on the travel reimbursement within the Funding Source section. For example: -
Can I update my Travel Reimbursement after it has been submitted?
Travel reimbursements can be updated as long as no approvals have taken place. If approvals exist, the next approver needs... -
Can I use my PCard at a restaurant?
Yes, as long as the card has the “meals” profile enabled. The PCard should never be used for per diem... -
Can I use my PCard to pay for other employee’s travel expenses?
Yes, you can. Collect all receipts and attach them to the cardholder’s transaction in the Card Center AND in the... -
Can I use the PCard to pay for family/friends’ airfare or conference fee and reimburse the University?
This is not an allowable expense. No personal expenses are allowed on the PCard. Only business related charges are allowable.... -
Can I use the PCard to pay for third-party lodging (AirBnB, VRBO, etc)?
These types of expenses are not allowed. Third-party lodging requires pre-approval from the Controller’s Office and is not an allowable... -
Can I use the PCard to prepay a night’s stay at a hotel?
Yes, as long as the hotel requires one night to be paid in advance. -
Can the Transportation Security Administration registration fee be paid for with state funds?
State funds may not be utilized for TSA PreCheck. For all other funding sources, contact Accounts Payable to discuss further.... -
Can travel expenses be reimbursed for a visiting professor or scientist?
Access the Supplier Center to verify if the traveler is a registered NC State supplier. Next, If the traveler is... -
Do I pay for car rental taxes when renting a car for travel?
For official university business, where the university is not directly billed by the rental company, travelers do have to pay... -
Do non-employees need a travel authorization?
Yes. Non-employees traveling on university business, whose expenses are paid or reimbursed by the university, are subject to the same...