- Account Code Listing
- FAQ's
- Forms
- How to Process
- News Archives
- Nonresident Aliens
- Policies
- Unallowable Expenses
- Fiscal Year End Memo
- Fiscal Year End Schedule
- Fiscal Year End Power Point Presentation
- UND Foundation (Alumni) Fiscal Year End Procedures
Employee Travel FAQ's
As a public institution, the University must demonstrate the prudent use of funds entrusted to it by various constituencies. The general public, legislators, students, donors, and granted organizations and individuals must be assured that funds are wisely spent and do not personally benefit University officials and employees.
If an expense is to be paid from a grant or contract fund, a Grants and Contracts Officer should be contacted prior to incurring the expense.
Meals
Am I required to submit paid receipts for meal reimbursements?
No, UND pays per diem for business meals while an employee is on travel status.
- For meal rates when traveling within the state of North Dakota, see http://und.edu/finance-operations/_files/docs/employee-travel.pdf
- For meal rates when traveling outside the state of North Dakota, see http://www.gsa.gov/portal/category/21287
My supervisor has indicated when I travel out of state I will not be reimbursed the per diem rate allowed?
When traveling outside the State of North Dakota your supervisor or institution can pay a lower per diem rate.
I am accompanying an athletic team out of state. Do I need to submit a travel voucher for the per diem payment for my meals?
No, you may charge your meal to the same bill as the athletes. Since these meals are paid with a university travel card or cash advance, you are not allowed to ask for any reimbursement of per diem meals.
I am taking a faculty candidate and his spouse out for dinner along with 3 other campus faculty and spouses. I will be paying the entire bill on one check. Will I be reimbursed for the actual cost of the meal or will I be reimbursed the per diem amount for each person attending the meal?
Since you and your colleagues were required to attend the business meal, you will be reimbursed the entire cost of the meal if a detailed receipt is provided. The receipt must include the names of all in attendance. Alcohol charges are never reimbursed.
Lodging
I'm traveling to a conference and my spouse is accompanying me. Can I submit for reimbursement for his/her lodging?
Travel expenses for a spouse/traveling companion are not an allowable expense. UND will reimburse the rate of the room as it would have cost for only one person.
If I share a room with another UND employee, can we both be reimbursed for the lodging expense?
When sharing a room with another University employee, it is best to obtain a split bill from the lodging establishment. UND can reimburse each employee up to the current state rate (if loding in ND) as long as the total of the two reimbursements does not exceed the total amount of the lodging invoice. If lodging outside ND, each employee can be reimbursed for their portion of the shared lodging.
What should I do if I cannot find a lodging establishment offering the current State rate?
UND will only reimburse the published rate for ND State lodging. Exceptions are currently being made for Western ND on a case by case basis due to no State rate being offered because of the shortage of lodging - see the Travel-Employee-Lodging "how to" process for details.
Mileage
I want to drive my personal vehicle for business travel to Bismarck, can I do so?
Employees are to use a State Fleet vehicle for business travel whenever possible. If a state fleet vehicle is not used, the employee’s supervisor must approve the reimbursement by signing the personal vehicle mileage claim located on the UND Travel Expense Voucher.
I want to drive my personal vehicle to a business conference out of state?
Employees are to use a State Fleet vehicle for business travel whenever possible. If a state fleet vehicle is not used, the employee’s supervisor must approve the reimbursement by signing the personal vehicle mileage claim located on the UND Travel Expense Voucher.
If approved by your supervisor, an employee will be reimbursed the GSA rate 300 miles from the North Dakota border and $.18 beyond the 300 miles. The total mileage reimbursement cannot exceed the cost of the airfare. The documented airfare cost must be attached to the travel expense voucher. The GSA 300 mile map is located at http://und.edu/finance-operations/accounting-services/300-mile-radius.pdf
I am being reimbursed mileage for my personal vehicle. May I also be reimbursed for gas or vehicle repairs?
No. Mileage allowances are assumed to be the total operating costs for vehicles and no additional amounts will be paid for such items as traffic tickets, toll fees, automobile repairs, fuel charges or any other normal recurring automobile expenses.
I am driving my personal vehicle for business travel. Will the state’s liability insurance cover my vehicle?
No. If an employee is involved in a motor vehicle accident while on business-related travel in their personal vehicle, their personal insurance will have to cover any claims/costs. The vehicle owner would be responsible for any deductibles and rate increases that result.
Air/Rail
Coach seats do not offer me enough legroom. Will UND reimburse or pay for the cost of a business class ticket?
UND does not reimburse or pay for business class tickets.
I am traveling on an international flight so I do not want to fly coach. Will UND reimburse or pay for the cost of a business class ticket?
UND does not reimburse or pay for business class tickets.
Does UND reimburse or pay for luggage fees?
UND does reimburse an employee for the 1st piece of luggage. A fee for a 2nd piece of luggage is only reimbursed with written business justification, such as equipment required to be transported when presenting at a conference.
I paid for my air or rail ticket with my personal credit card, instead of using the UND purchasing card. I was unable to use the ticket and it will not be used in the future. Will I still be reimbursed for the ticket?
Reimbursement is only allowed with written justification.
UND paid for my air or rail ticket. I was unable to use the ticket. Am I able to change the ticket for use towards future travel?
The ticket can only be used for a UND business purpose. UND will pay for the change fee with a justifiable business purpose or personal emergency.
Other
I lost my receipt for a cab expense while I was out of state for a conference?
UND will reimburse for a cab without a receipt if it is $10.00 or less.
What type of other business expenses will UND reimburse while I am engaged in business travel?
With a receipt or paid invoice, UND will reimburse business expenses for parking fees (not parking fines), internet charges, rental cars, copies, faxes, shipping, and postage.
In addition, with written business justification, UND may reimburse for other business expenses such as mandatory bellman/maid charges, late check-out fees, business calls, cancellation charges; and international travel expenses such as currency exchange fees and immunizations. In very limited cases, UND will reimburse for travel insurance or GPS charges.
I am required to have a personal assistant with me?
The approval for reimbursement for a personal assistant must be pre-approved by UND Affirmative Action on a case by case basis.
Travel Advances
May I obtain an advance payment for my upcoming travel?
The University discourages travel advance payments. If you are able to document that you have exhausted other means of payment for your travel, you may request an advance for 80% of your lodging and meals for your travel.