Are 1099s issued for travel reimbursement to guest speakers? Receipted travel is typically not reported as income, so no 1099 would be issued. Typically, a guest speaker invited by...
Are expenses for day trips eligible for travel reimbursement? If the travel is approved in advance, travel expenses are reimbursable. For insurance and liability purposes, employees should always make...
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 flight change fees or penalties refundable? From The Travel Manual, section 1.1.7 Penalties and Charges Due to Cancellations: Penalties and charges resulting from the cancellation or...
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 expenses to/from the airport reimbursable? Please refer to The Travel Manual, section 4.0 Transportation Expenses, for details on which expenses and the rate of reimbursement...
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 a Travel Authorization be prepared for a group or team? Yes. When entering the travel authorization in the Travel Center, select the “Team/Group” Travel Type. INSTRUCTIONS
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 delete a travel authorization? Travel Authorizations should not be deleted unless the trip was never taken. For travel that occurred but had no reimbursement...
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 modify a completed Travel Authorization? Once a Travel Authorization has been marked “Complete”, it is no longer available for revisions. If expenses were incurred but...
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: However, per diem meals are never allowed. For additional resources, see PCard...
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: When in travel status, valet parking tips are allowed at $2.00 per car,...
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: Payments and reimbursement of registration fees depend upon when they...
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 take personal days during business travel? From The Travel Manual, section 1.1.5 Trips for University Business and Non-University Purposes: Also, please note that the Travel Manual,...
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...