Travel Awards

Contact: ECE-Travel@ncsu.edu

Attention:

• All travel MUST be authorized prior to traveling.
• Complete the appropriate travel authorization (TA) or AP104 form.
• The travel authorization needs to be completed at least 2 weeks before your trip begins.

If your travel is being partially funded by ECE and partially funded by a COE grant:

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. Please SAVE the travel authorization. – DO NOT SUBMIT THIS AUTHORIZATION – instead email the Travel Authorization number you receive once you hit SAVE to engr-fin-hr@ncsu.edu. Be sure to include in the subject line of your email the following – “Travel Authorization for Travel Request Number #XXX for (Your Name)”.
  • If you are a non-employee or an external guest, you must download and complete an AP104 and follow these instructions. 
    • Route your signed & dated form to your PI for their signed/dated approval.
    • Submit your AP104 form by emailing it to engr-fin-hr@ncsu.edu, and include in the subject line of your email the following – “AP104 for Travel Request Number #XXX for (Your Name)”.
    • 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.

After you travel:

• Within 30 days of returning from your travel you must submit a Travel Reimbursement (TR). If you do not submit your reimbursement within 30 days, your request may be denied.
  • 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. Enter all the required information and upload all your receipts. Please SAVE your reimbursement – DO NOT SUBMIT THIS REIMBURSEMENT – instead email the TR number to engr-fin-hr@ncsu.edu. Be sure to include the following in the subject line of your email – “Travel Reimbursement for Travel Request Number #XXX for (Your Name)”
  • 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 have received a grant from an external organization, such as a conference, IEEE, or SPIE: 

• If you will be receiving a set amount from the external organization: 
  • Submit a Travel Authorization or AP104 as described on the Travel homepage. In the Comment box, note the amount that will be covered by the external organization (Example: $500 of travel total will be covered by IEEE travel grant). 
  • When you return from your travel and complete your TR, subtract the amount you received from the external organization from the costs you are requesting reimbursement for. 
    • Example: If you received a $500 travel grant and your flight cost you $300 and hotel cost you $300:
      • Request $0 for the cost of your flight and $100 for the cost of your hotel. This will equal the $500 you received from the grant.
      • Note in the Comment box on the flight and hotel line why you are requesting a reimbursement amount that is lower than the amount on your receipt. 
      • You will still need to upload a receipt showing the total amount you paid for the flight and hotel.
• If the external organization will be covering specific costs (Example: registration fee or flight), exclude those costs from the TA and TR. 

PLEASE READ: DO NOT PROVIDE CREDIT CARD NUMBERS THROUGH EMAIL CORRESPONDENCE. MAKE SURE YOU BLACK OUT ALL SOCIAL SECURITY, BANK ACCOUNT NUMBERS AND/OR CREDIT CARD NUMBERS PRIOR TO UPLOADING/EMAILING RECEIPTS FOR REIMBURSEMENTS.