Financial Services
Policies and Procedures - Travel
Policy 2 - Overview
State Policies Regarding Travel
This section of the Policies and Procedures Manual provides basic information
on travel policies and procedures. This section is based on The State Budget
Manual, Section 5, which sets forth travel policies and regulations relative
to securing authorization and reimbursement of expenditures for official
state travel. The administration and control of travel is in accordance with
the provisions of General Statutes (G.S.) 138-5, 138-6, and 138-7.
The policies and procedures as stated in this manual apply to State Budgeted
Funds deposited with the State Treasurer, whether derived from appropriations
or agency receipt; Institutional Trust Funds; and Contracts and Grants.
All travel is contingent upon availability of funds.
Responsibility of Traveler's Supervisor
Approval authorization for travel is delegated to the traveler's supervisor.
This individual's approval indicates that appropriate review of the travel
advance/reimbursement has been made and travel conforms to all rules and regulations
and is properly supported with valid documentation and receipts.
Responsibility of Traveler
A traveler conducting official business is expected to exercise the same care
in incurring expenses that a prudent person would exercise if traveling on
personal business and expending personal funds. Excess costs, delays, luxury
accommodations and services unnecessary or unjustified in the performance of
official business are not acceptable under this standard. Travelers will be
responsible for unauthorized costs and any additional expenses incurred for
personal preference or convenience.
Office of Accounting Services
The Office of Accounting Services is responsible for administering the University's
Travel Policies and Procedures.
The Personnel in the Office of Accounting Services review travel authorizations
and requests for reimbursement, prepare input documents for travel advances
and reimbursements; maintain a travel advance log; and prepare travel deposits
for the Cashier's Office.
The Office of Accounting Services is located in Room 270, Mossman Administration
Building.
Forms
All travel forms are obtained from the Financial
Services website.
Assistance
Before travel expenditures are incurred, all travelers and administrative personnel
should be aware of the Travel Policies and Procedures stated in this Manual.
Please refer travel questions to Accounts Payable (ext. 4-5798).