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 tips an allowable reimbursement?
Meal and housekeeping tips incurred by the traveler are included in the subsistence allowances. Lodging – Housekeeping tips are included... -
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 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 use my PCard at a restaurant?
Yes, as long as the card has the “meals” profile enabled. The PCard should not 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... -
Does my Project ID allow food and entertainment expenses?
To determine the food and entertainment allowance code for a Project ID, follow the steps outlined below. Navigate to MyPack... -
How do I complete a travel authorization that does not require reimbursement?
For insurance/liability purposes, employees should always make sure that they can support their travel activities as official university business and... -
How do I contact the bank?
The financial institution issuing our PCards is Bank of America. Their phone number is (888) 449-2273. Cardholders should only contact... -
How do I file for reimbursement for business trip expenses where I used my personal credit card instead of a PCard?
Post-travel expenses are processed through the Travel Center via the Employee Self Service homepage located within MyPack Portal. To request... -
How do I make travel arrangements for prospective employees or other university guests?
To make travel arrangements for prospective employees or other university guests, please contact a travel agent, or airline website if... -
How do we pay a foreign supplier who requests a wire transfer payment?
Complete and submit the appropriate foreign wire transfer form located under Forms/Wires on the Controller’s Office website. -
I’m traveling outside the United States. Will my PCard work?
Yes. To avoid a potential fraud hold, the cardholder should contact the bank prior to traveling outside the US and... -
In what states does NC State University have sales tax exemption?
Some states offer sales tax exemption reciprocity, in which case sales tax should not be paid for. A list of... -
Is a reimbursement for business expenses or a business expense allowance included in compensation and subject to withholding?
Pursuant to Treasury Regulation § 1.274-5T(h), the payment of business expenses through a reimbursement or other expense allowance arrangement is... -
Is a Travel Authorization (TA) required for day trips?
For trips that will be completed in a 24-hour period, a Travel Authorization is not required.