Travel Authorization and Reimbursment Best Practices

Owned by Mikah Pinegar
Last updated: May 09, 2024
2 min read

Introduction

When making travel authorizations there’s often a lot of back and forth and it can sometimes be difficult to get them approved. This document will offer some best practices to help speed up approval

Steps for Success

  1. Submit your TA at least 2 weeks before leaving

  2. Upload an agenda(s) if attending a conference(s)/workshop/ meeting(s)

  3. Make sure you’ve verified you’re using the correct funding account for the TA with Susan

Meals

  1. Exclude any meals that were included in the hotel, conference, etc before submitting the TA

  2. You don’t need to keep receipts for meals

  3. The per diem is a fixed rate per meal

If You’re Flying

  1. Book directly with the airline (no business class or other upgrade)

  2. Make sure to get an itemized receipt and submit it with the TA

If You’re Getting a Hotel

  1. Book directly with the hotel (if not part of blocked rooms - ask for government rate)

  2. Make sure to get an itemized receipt and submit it with the TA - room rate only - no incidentals

If You’re Renting a Car

  1. NC State has a rental contract agreement that should be used

  2. NC State has included rental insurance policy, do not purchase additional

  3. A TA must be submitted and approved before the rental can be purchased

  4. Make sure to get an itemized receipt and submit it with the TA

  5. Rental company: Enterprise Rent-A-Car and National Car Rental

  6. If you want to book online

    1. Visit this link https://partners.rentalcar.com/stateofnorthcarolina/#/business/universities/ncsu-main-account

    2. Click Official State Travel

    3. Click Universities

    4. Click North Carolina State University

    5. Enter trip details

    6. Select vehicle

    7. Enter driver information

    8. Enter NCSU information

      1. Department ID: 110901

      2. Project ID: the project ID used on your TA for billing

      3. TA #: The number associated with the TA (must be created before booking)

    9. Select pay with a credit card instead of using a billing number

  7. If you want to book over the phone

    1. Matt Cook – (252) 412-5274 (cell), Matthew.L.Cook@ehi.com

    2. Nina Gladysiewski – (724) 525-2325, Nina.M.Gladysiewski@ehi.com

    3. Enterprise Master Agreement Number 9408

Other Receipts

  1. Make sure to hang onto receipts if you want to get reimbursed

  2. Things you can get reimbursed for

    1. Train tickets

    2. Parking

    3. Ubers/Taxis

    4. Shuttles