| Prepaid Travel | Receipts | Non-receipt Items | Approved Expenses | Non-approved Expenses | Other Restrictions and Limitations |
|---|---|---|---|---|---|
| The OUR may pay for certain travel expenses prior to travel. | Received within 10 days of travel completion | Meals - Paid at the University Per Diem Rates | Conference Registration | Poster Printing | Students will not receive funds in the form of an advance |
| Allowed: Airfare, conference registration, airport shuttle and prepaid accommodations. | Must have your name printed on receipt (hand written is not accepted). | Tips: to drivers and baggage handlers if under $5 | Ground Transportation: Taxi, Uber, Lyft, train, airfare | AirBnB, VBRO and all third party accommodations | Students will not have access to directly use the University Pcard, all pre-paid items are done within the OUR by OUR staff. |
| Should be requested as soon as possible | Receipts not received within 30 days your travel award may be void. | Mileage, for those trips within driving distance | Accommodations: hotels and motels | Receipts that do not contain traveler name | Confirmation email does not constitute a receipt |
| Airfare: Provide departure locations, times and dates to the OUR | Must show total amount paid with payment type. | Meals: excluding any provided by the conference or hotel accommodations | Car Rental | Mileage is paid only to the owner of the vehicle and can not be split | |
| Contact Heather King to arrange (hking@ncsu.edu) | Email all receipts to hking@ncsu.edu or drop off at Broughton Hall room 2229 | Mileage: To and from conference location/city | Third-party payments. For example, a student organization can not pay a registration for a student and the student pay the student organization | Travel reimbursements processed by other University Departments will be covered via IDT to that department and not directly to the student | |
| All expenses other than pre-paid will be reimbursed to student after travel is completed. | Parking at destination | Membership Fees | Awards paid as travel reimbursements based on policies per the University's Controller Office | ||
| Tips for baggage service - up to $5 maximum | Ground transportation to and from RDU | Students will not directly receive funds prior to completion of travel. |
Please contact Heather King at hking@ncsu.edu or 919-513-0095 with any questions.