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After July 1, 2015
Verify that per diem claimed is appropriate with departure and arrival times on travel days. For example if the traveler departs at 4 p.m., only dinner can be claimed for that day. A traveler must leave before 6 a.m. to claim breakfast and return after 8 p.m. to claim dinner.
Lunch cannot be claimed without an overnight stay.
|Meal||Depart Day||Return Day|
|Breakfast||Leave before 6 a.m.||N/A|
|Lunch||Leave before 12 p.m.||Return after 2 p.m.|
|Dinner||Leave before 5 p.m.||Return after 8 p.m.|
Different per diems can be claimed for foreign travel, if travel is on a federal grant. In most cases, these amounts are more than the domestic per diems above. Go to the following website for a listing of per diems allowable for other countries: http://aoprals.state.gov/web920/per_diem.asp.
Expenses for employee travel on official University business are reimbursed at the following rates as set forth by State of North Carolina legislation:
The following rental car expenses are not reimbursable to the traveler by the University:
To convert foreign currency to U.S. dollars visit the following website: http://www.oanda.com/convert/fxhistory
Enter the travel dates and the currency you wish to convert to U.S. dollars. The site will generate an average conversion rate for the period of travel.
When possible, make every effort to process a travel approval form well in advance of an event’s registration deadline to avoid late fees, penalties, or personal out-of-pocket expenses. Any and all meals included in an event’s registration fee should be excluded from per diem claims.
Whenever appropriate, please provide documentation outlining a traveler’s personal time versus business time to ensure accurate and timely reimbursement for business related expenses. Also, provide written justification when a receipt has been lost or for some other reason does not accompany an expense claim.
Always show an encumbrance when submitting travel form for authorization.
When signing travel form always date it.
Reimbursements for trips should take approximately 4 weeks if correct paperwork is submitted.
Above current as of January 1, 2017.
For additional information contact Glen Lawrence at (919) 537-3679 or Jennie Brown at (919) 537-3323.