Travel

Contact: ECE-Travels@ncsu.edu

Disclaimer: Content in this page is provided for informational purposes only. It is recommended that you review all of the University Policies and Guidelines through the University Controller’s Office Travel Center.

General Information

• Travel Restriction Guidance
• Before you travel a Travel Authorization is needed:
  • If you are a non-employee or have an external guest, you must complete an AP104.
  • Employees please submit via the travel center in MyPack Portal.
• In order to be reimbursed for any mileage and overnight travel a Travel Reimbursement is needed.
• The department can prepay for your expenses-contact the travel coordinator ece-travels@ncsu.edu.
• All virtual conferences are now processed as Invoice / small purchases no Travel Authorization is required now.
• You can submit a purchase order with the link to conference registration and login credentials. This will serve as a request and your approval and Initiate other level of approvals

Note, Additional guidelines from campus can found here https://controller.ofa.ncsu.edu/travel-restriction-guidance/

Before you Travel:

• Obtain authorization to travel:
  • If you are an employee, you must complete a Travel Authorization in the Travel Center in MyPack Portal
  • If you are a non-employee or have an external guest, you must complete an AP104 and follow these instructions.
    • Route your signed & dated form to your PI for their signed/dated approval.
    • Submit your signed & dated (by both you and your PI) AP104 to ece-purchasing@ncsu.edu for funding and Departmental approval. 
    • A copy of the fully approved AP104 form will be emailed back to you when you are fully authorized to travel.
    •  If you are a foreign national, you will need to contact the Controller’s Office Tax Specialist, Ms. Misty Wilson, to confirm that the University can pay your travel expenses and whether these are taxable. Copy ece-purchasing@ncsu.edu on this correspondence. It will need to be attached to your form.
• Determine whether some of your expenses can be paid by ECE Purchasing; for example, airfare, hotel, conference registration, and rental car. 
• For AirBNB lodging the Controllers Office requires additional paperwork (third party lodging).
• To submit a travel booking request for any expenses that can be paid by ECE Purchasing.  Please email ece-travels@ncsu.edu.
• ALL travel arrangements must fall within the approved travel dates; otherwise, the TA or AP104 must be updated and re-routed for approval.
• If there is personal time, make sure you contact ECE Purchasing to discuss.

While you are Traveling:

• Save itemized proof of payment receipts for all purchases made for the travel (except meals and mileage). Meals are reimbursed on a per diem basis, per university policy. 

After you Travel:

• Within 30 days of returning from your travel you must submit a Travel Reimbursement (TR).
  • If you are a university employee, submit the TR in the Travel Center in MyPack Portal for any purchases you personally paid for your travel.
• If you traveled on an AP104, submit a Travel Reimbursement Request and attach itemized proof of payment receipts for any purchases you personally paid for travel.
• If you traveled outside of the United States and your receipts are in a foreign currency, you will need to supply a currency conversion with your receipts. Please use the following currency converter: www.oanda.com/currency/converter/.  Include a printout of the conversion. 

If you are traveling on an ASSIST, FREEDM or PowerAmerica project, please contact the appropriate center for instructions.