What to do After Being Awarded a OUR Travel Award

Prepaid TravelReceiptsNon-receipt ItemsApproved ExpensesNon-approved ExpensesOther Restrictions and Limitations
The OUR may pay for certain travel expenses prior to travel.Received within 10 days of travel completionMeals - Paid at the University Per Diem RatesConference RegistrationPoster PrintingStudents 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 $5Ground Transportation: Taxi, Uber, Lyft, train, airfareAirBnB, VBRO and all third party accommodationsStudents 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 possibleReceipts not received within 30 days your travel award may be void. Mileage, for those trips within driving distanceAccommodations: hotels and motelsReceipts that do not contain traveler nameConfirmation email does not constitute a receipt
Airfare: Provide departure locations, times and dates to the OURMust show total amount paid with payment type. Meals: excluding any provided by the conference or hotel accommodationsCar RentalMileage 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 2229Mileage: To and from conference location/cityThird-party payments. For example, a student organization can not pay a registration for a student and the student pay the student organizationTravel 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 destinationMembership FeesAwards paid as travel reimbursements based on policies per the University's Controller Office
Tips for baggage service - up to $5 maximumGround transportation to and from RDUStudents 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.