Group Travel

Contact: ECE-Travel@ncsu.edu

Attention:

• The goal is to pre-pay for most of the costs to lessen the student’s out of pocket expenses.

Before travel occurs:

1. Make sure you have one point of contact who is coordinating travel for the entire group.
   • The main contact should have a list of all travelers. 
2. Each traveler will need to complete the appropriate travel authorization documentation.
   • If traveler is an employee, they must complete a Travel Authorization in the Travel Center in MyPack Portal.
   • If traveler is a non-employee, they must download and complete an AP104 form and follow these instructions.
     • Route the signed & dated form to the PI supporting the travel for their signed/dated approval.
     • Submit the signed & dated (by both traveler and 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 the traveler when they are fully authorized to travel.
     •  If the traveler is a foreign national, they will need to contact the Controller’s Office Tax Specialist, Ms. Misty Wilson, to confirm that the University can pay their travel expenses and whether these are taxable. Copy ece-purchasing@ncsu.edu on this correspondence. It will need to be attached to the AP104 form.
3. The main contact for the group should submit a Travel Booking Request for any expenses that can be paid by ECE Purchasing. 

Examples of items that can be pre-paid by the Department:

• Airfare
  • If there is a group of 10 or more students travelling on University business (conference, etc.) they can be considered a group for airfare purposes.
    • The information needed from the traveler for ECE Purchasing to book group airfare is:
      • Name as it appears on your government issued ID (license, passport, etc.)
      • Date of birth
      • Gender
• Conference Registration
  • Provide names and conference IDs for all members of the group to ECE Purchasing to have registration fees paid by ECE Purchasing.
• Hotel
  • Students can share hotel rooms to lessen overall costs. When rooms are shared all names of students travelling together need to be listed on the Travel Authorization.
• Van Rental from Motorpool
  • If you are requesting to rent a van to transport a group to an event, you will need to designate a driver. We will need to know the name, phone number, and date of birth for that driver.
    • Note: The driver must be 25 years of age or older

Upon return from travel:

• For group travel, the only expense for reimbursement should be ground transportation (Taxi/UBER/Lyft) and any per diem meals.
• If seeking reimbursement for ground transportation, send all applicable receipts (showing proof of payment) to your ECE Purchasing contact.