Financial Services
Policies and Procedures - Travel
Policy 3 - Definitions of Travel Terms
Definitions of commonly used terms in the Travel Policies and Procedures Manual
are:
TRAVEL:
All activities involving expenses for transportation, subsistence, or registration,
which are authorized to be paid from state funds
and/or non-state funds.
STATUTORY RATE:
The rates set by North Carolina General Statutes (G.S.).
FORM: TRV-1, Travel Authorization/Expense
Report
IN-STATE:
Within the borders of North Carolina.
OUT-OF-STATE:
All of the United States except North Carolina, Alaska and Hawaii.
OUT-OF-COUNTRY:
Outside of the continental United States.
SUBSISTENCE:
Lodging and meals which includes gratuities.
REGISTRATION FEES:
Fees that are generally charged at conferences for defraying the costs of speakers,
building (room) use, handout materials, breaks and lunches. These fees are "Travel
Expenses". (Account Code 2345XX)
TELEPHONE CALLS:
Long Distance: Travelers who are in travel status for two or more consecutive
days in a week are allowed one personal long distance telephone call for each
two days. Reimbursement to the employee may not exceed $3.00 for each in-state
call or $5.00 for each out-of-state call. All other long distance calls which
are to be paid by the University are those made by the traveler conducting official
University business.
EMERGENCY CALLS:
Travelers may be reimbursed for a personal phone call(s) if the call is of an
emergency nature as determined by the department. An example may be when a traveler
calls home to inform someone that the travel period has been extended beyond
the original plans.
PASSPORTS:
Reimbursement for cost incurred in obtaining or renewing a passport may be made
to an employee who, in the regular course of his duties, is required to travel
internationally on official University business. Prior written approval from
the department head/comparable supervisor
is required for reimbursement.
TUITION FEES:
Fees charged as payment for instruction given at an institute or workshop. The
fee is actually those costs associated with employees enrolled in a course(s)
or session(s) described as educational in nature. The courses are usually accredited
by a generally recognized accrediting agency. Upon satisfactory completion of
course work, the employee student receives a certificate, degree or other similar
acknowledgment of completion of work. These fees are educational expense and
are
charged to "Tuition". (Account Code 243110 or 234710)
STATE EMPLOYEE:
Any employee, whether temporary or permanent, who is paid on a
state payroll.
DUTY STATION:
The job location where employee spends the majority of working hours. For an
employee in a travel status the majority of the time, duty station is either
home or office.
NON EMPLOYEE:
- A consultant whose compensation is not paid though the University payroll system
- An employee of another governmental jurisdiction--local or Federal--in whose travel the State may have a business interest
- A prospective teacher or any other prospective State employee (includes University faculty or staff)
- A student in State public college or university
INSTITUTE OR WORKSHOP:
A formal gathering for the purpose of training and instruction. Tuition fees
paid for the instructional costs incurred in such meetings are charged to
the expenditure account code 243110 or 234710, "Tuition".
CONFERENCE:
A formal gathering for the purpose of conducting business and exchanging information.
Registration fees are usually charged to allow the employees to participate.
Conferences are defined as either external or internal. (Account Code 2345XX).
External conferences are those conferences that involve the active participation
of persons other than the employees of a single state department, institution,
or agency.
Internal conferences are those conferences that involve participation of employees
within that particular department, institution, or agency only.