- Check with a reputable travel agency or travel web site for transportation costs.
- Reimbursement for Use of Personal Vehicle allows for a mileage reimbursement rate of $.55 per mile for personal vehicles (as of December 5, 2008) traveling less than 100 miles or when a state vehicle is not available. The use of personal vehicles above 100 miles will be reimbursed at $.33 per mile. Other travel related costs guidance is located on the NCSU Travel Policies and Procedures website Finance, Budget and Auxiliary Services Section of the Policies, Regulations and Rules main web page.
- NCSU Subsistence Allowance Rates allow for the following meal and lodging rates in the table below. Further information is located in the websites noted in Number 2.
- Breakfast: $7.75 (In-State and Out of State)
- Lunch: $10.10 (In-State and Out of State)
- Dinner: $17.30 (In-State), $19.65 (Out of State)
- Lodging: $65.90 (In-State), $78.05 (Out of State)
- Total: $101.05 (In-State), $115.55 (Out of State)
- Include a travel inflation increase of 5% for each additional year (not mandatory).
- Designate two travel subcategories, one for NCSU employee travel and another for Consultant, Participant or Honorarium Travel.
- Conference registration fees must be in direct support of a project, such as presenting a project’s results or gathering information in furtherance of a project’s outcome(s). All costs associated with the conference must be verifiable. The registration receipt and conference itinerary (detailing events and meals served) must be submitted to NCSU.
- Always provide justification of travel expenses. Sponsors often ask for expense details when they perform proposal cost analysis. Keep in mind that a lump sum figure with no destinations and/or detail may hold up the award process. Please review the Budget Justification for more information.
- Remember that federal awards often include a preference for the use of American-flagged air carriers (Delta, US Airways, American, etc.) and vessels.
- Travel incurred during the course of a Project is allowable only during the Project Agreement’s period of performance.
- In accordance with US Office of Management and Budget Circular A-21, Section J, 48, "Travel costs for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business of the institution"..... can be charged to sponsored awards "in accordance with the institution's travel policy and practices consistently applied to all institutional travel activities." However, in rare cases, a specific sponsor may require adherence to different travel policies, such as those promulgated by the federal government (Federal Per Diem Rates). Although every effort will be made to remove such requirements prior to accepting a sponsored agreement, at times there is no recourse other than to accept the sponsor's requirements. Policies pertaining to reimbursement of travel other than those promulgated by the North Carolina State Office of Management and Budget and adopted by NCSU will apply if and only if they are specifically addressed in a sponsored agreement accepted by the institution.
- Conference Registration fees must be in direct support of a project, such as presenting a project’s results or gathering information in furtherance of a project’s outcome(s). All costs associated with the conference must be verifiable. The registration receipt and conference itinerary (detailing events and meals served) must be submitted to NCSU. Travel and lodging to and from the conference must be supported with receipts as well. Per diem, unless otherwise noted, will be reimbursed at State rates.
For specific guidance on this matter call SPARCS at 515.2444 or email sps@ncsu.edu.
