Travel Reimbursement
REG 07.65.11
Authority: Vice Chancellor for Finance and Business
History: First Issued: May 25, 2000.
Contact Info: Small Purchase and Travel Audit Coordinator (919-515-7489)
1. Purpose
The purpose of this statement is
to outline the procedures under which University employees may obtain travel
advances in connection with official State travel.
2. General Guidelines/Applicable
Policies
2.1. Employees should use the University
provided American Express card or other credit cards whenever possible to
reduce the amount of out-of-pocket expenses. The American Express
Corporate Card can be applied for by employees receiving a payroll check
from NC State. For additional information contact, Central Stores
at 515-2197 or 515-8097.
2.2. Travel advances are available
to employees and students only if one of the following special circumstances
exist:
2.2.1. Trip exceeds 30 days
2.2.2. International travel to
remote areas where credit cards are not accepted
2.2.3. Student whose documented
travel needs exceed $50.00 with approval of a permanent employee
2.2.4. Group or team travel
2.3. Travel advances can not exceed
the estimated cost of the trip. A check will be available to the traveler
five (5) working days prior to the trip. The traveler has the option of
having the check mailed to him or picking it up at the University Accounting
Office, 213 Administrative Services Center. If the trip is canceled or the
traveler's employment is terminated, the advance should be returned to Travel
Audit immediately.
2.4. Walk-in type advance requests
must be received in Travel Audit no later than 4:30 p.m. on the
day the advance is required. Checks must be picked up no later than
5:00 p.m.
2.5. Employees separating from
the University must resolve all outstanding travel advances prior to terminating.
3. Procedures
3.1. The Travel Advance Request
must meet one of the exceptions noted above in B2.
3.2. The following procedures
apply to the issuance of travel advances:
3.2.1. Travel Against an Approved
Travel Authorization
Complete the Travel Authorization (Form AP001) and affix required signatures.
The Request for Travel Advance requires the original signature of the
traveler.
Submit the original and blue copy to Travel Audit, Campus Box 7204 or
deliver to 213Administrative Services Center.
3.2.2. Temporary Employees
In rare circumstances, travel advances may be made to employees who do
not have permanent status when the request is countersigned by a permanent
employee. The cosigner must sign a Travel Advance Cosigner Form (AP102)
and forward with the applicable document noted in "C" above.
Both the traveler and the cosigner are liable for repayment of the travel
advance. (See Statement 11, page 1 B2 for restrictions)
3.3. Travel Reimbursement Request
(Form AP005 ) must be filed within 30 days after the ending date of travel.
The advance should be deducted from the total expenses claimed by the traveler.
Only one travel advance can be deducted per reimbursement. A check for the
net amount due will be issued to the traveler. In the rare event that the
advance exceeds total expenses claimed, the traveler must attach a check,
payable to NC State, to the Travel Reimbursement Request. "Air Fare
and/or Registration" prepaid must be verified by placing a check mark
in the appropriate block or be noted on the Reimbursement (AP005) when the
request for such is included on the reimbursement.
3.4. Delinquent travel reimbursement
requests or other abuses of the travel advance policy may result in the
withdrawal of the travel advance privilege from the employee. The status
of travel advances is checked periodically by the University Accounting
Office and the Internal Audit Division.
3.5. Travelers are notified of
outstanding travel advances at 30 days. If no response is received, a payroll
deduction will be made from the traveler's or cosigner's monthly paycheck
as stated in the notification letter.
3.6. Direct all questions concerning
travel advances to Travel Audit, Extension 5-3152.
4. Forms
The Travel Authorization Form (AP001) can be obtained from Central Stores.
The Cosigner Form (AP102) can be obtained from Travel Audit, Box 7204, extension
5-3152 or reproduced locally. This form is included at the end of this statement
and may be copied as needed.
5. Instructions for Completion
of Forms
5.1. Travel Authorization (Form AP001) Revised 1992:
The completed and approved original and blue carbon of the Travel Authorization
should be forwarded to Travel Audit two weeks prior to the beginning date
of travel to request a travel advance.
Items 1-22 are to be completed
to request a travel advance.
5.1.1. Traveler's Name - Enter the
first name, middle initial, and last name of the traveler. Nickname or initials
should not be used on travel authorizations.
5.1.2. Social Security Number - Enter
the traveler's social security number.
5.1.3. Encumbrance Number - Leave
blank unless instructed otherwise by your College and/or Vice Chancellor's
Office.
5.1.4. Traveler's Address - Enter
campus address or permanent address if non employee.
5.1.5. Classification of Traveler
- Check the appropriate block to indicate the traveler's status. Other includes
students, non- permanent employees and other non-employees.
5.1.6. Date Prepared - Enter the
date the travel authorization is prepared in the format: month/day/year
(e.g. 12/15/XX).
5.1.7. Department - Enter the name
of the department or administrative unit.
5.1.8. Name and Telephone Number
of Contact Person - Enter the name and telephone number of the person to
contact should questions arise regarding the travel authorization or request
for advance.
5.1.9. Travel To - Enter the travel
destination(s).
5.1.10. Travel Beginning Date - Enter
the date the travel is to begin in the format: month/day/year (e.g. 1/15/XX).
5.1.11. Travel Ending Date - Enter
the date the travel will end in the format: month/day/year (e.g. 1/10/XX).
5.1.12. Distribution of Charges -
Enter each financial account that is to be charged.
5.1.13. Amount - Enter the estimated
cost that will be chargeable to each financial account line.
5.1.14. Excess Requested - Check the
appropriate block to indicate excess authorized. Excess on meals is restricted
and must be an integral part of the purpose of travel; documentation is
required.
5.1.15. Total Estimated Cost - Indicate
the total estimated cost of the trip. This total must equal the sum of the
estimated amounts chargeable to the financial accounts listed and inclusive
of all fees paid direct.
5.1.16. Category of Travel - Leave
blank unless instructed otherwise by the college or vice chancellor's office.
5.1.17. Purpose and Explanatory Remarks
- Indicate the purpose of the travel. Any other explanatory remarks (e.g.
excess hotel costs) may also be entered in this space.
5.1.18. Approval Signatures - The travel
authorization must be signed by the authorized individual and dated to certify
that the travel is for official University business and that funds are available.
Enter the date signed. An individual may not approve his own travel.
5.1.19. Enter the amount(s) of the
advance. The advance amount can not exceed the "Total Estimated Cost".
Travel advances are available no earlier than 5 working days prior to the
trip.
5.1.20. Deliver Advance Check To -
Check the appropriate block. If check is to be mailed, indicate the complete
mailing address. If the check is to be picked up, please indicate the telephone
number to be called when the check is ready.
5.1.21. Signature of Traveler - The
traveler must sign to attest that he/she is personally responsible for insuring
that all monies advanced are repaid. No advance can be issued without the
original signature of the traveler.
5.1.22. Date - Enter the date the
advance request is signed.
The American Express Corporate Card is available to permanent & temporary
employees of NC State. Call 515-2197 for information and application. (Employees
are anyone receiving a payroll check from NC State.)
5.2. Travel Advance Cosigner Form
(AP102)
The form must be completed whenever
the traveler is not a permanent, full-time employee. All graduate assistants
will be required to have a cosigner form.
5.2.1. From - Enter the name
of the individual who is cosigning for the advance. This individual must
be a permanent, full-time employee.
5.2.2. Enter the first and
last name of the individual receiving the advance check.
5.2.3. Enter the amount of the
travel advance.
5.2.4. Signature - The cosigner
should sign and date.
5.2.5. Social Security Number-Enter
the social security number of the cosigner.
5.2.6. Title - Enter the title
of the cosigner
5.2.7. Telephone Number - Enter
the telephone number of the cosigner
5.2.8. Campus Address - Enter campus
address for cosigner
