- Check with a reputable travel agency or travel web site for transportation costs.
- Mileage and other travel reimbursement rates are published as 3D Memos issued by the University Controller’s Office. For budgeting purposes, rates should be verified by searching NCSU’s website for 3D Memos. This should produce a direct link to the 3D Memos issued by the Controller’s Office. The current reimbursement rates will always be available on that site.
- Reimbursement for Rental of Motor Vehicles will be budgeted under Travel if paid as part of a travel reimbursement with gasoline. However, rental of motor vehicles will be charged under fixed charges if paid separately from gasoline.
- Rental of Motor Vehicles should be budgeted under account code: 54310.
- Gasoline/Diesel Fuel will be budgeted under travel if paid as paid as part of a travel reimbursement with the rental of a motor vehicle. It should be budgeted under account code 52510.
- NCSU Subsistence Allowance Rates allow for the following meal and lodging rates in the table below.
- Breakfast: $8.20 (In-State and Out of State)
- Lunch: $10.70 (In-State and Out of State)
- Dinner: $18.40 (In-State), $20.90 (Out of State)
- Lodging: $65.90 (In-State), $77.90 (Out of State)
- Total: $103.20 (In-State), $117.70 (Out of State)
- Excess Lodging
A Excess lodging authorization for in state, out-of-state, and out-of–country travel must be obtained in advance from the department head or his/her designee. The allowance for lodging may be exceeded without the department head or his/her designee’s approval as long as the maximum allowed daily subsistence as discussed in 2.1 above is not exceeded.Excess lodging is not allowed from state, federal or F&A funds for travel related to internal conferences.
Excess lodging is allowed when the employee is in a high cost area and unable to secure lodging within the current allowance, or when the employee submits in writing an opinion that his/her personal safety or security is unattainable within the current allowance. Excess lodging authorization is not allowed for reason of convenience.
Employees traveling on authorizations with excess lodging expense should maintain documented evidence to substantiate that the excess lodging rate claimed is within the prevailing rate for reasonable accommodation and otherwise in accordance with the requirements of this standard. If the excess daily lodging rate claimed is more than $300, documented evidence should be attached to the travel expense reimbursement request to support that the rate claimed is within the prevailing rate for reasonable accommodation
- 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, 53, “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.”
- 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.
- Foreign Travel on Federal Awards: Federal regulations govern the use of federal funds (grants, contracts, cooperative agreements) and the selection of air carriers for foreign travel. Foreign flag air carriers may not be used solely on the basis of costs.
- Fly America Act (Information from Contracts and Grants)
For specific guidance on this matter call SPARCS at 515.2444 or email email@example.com.