Travel & Expenses
UND uses the PeopleSoft Finance Travel & Expense (T&E) module to reimburse all UND employees for eligible business expenses.
Employees must comply with North Dakota Century Code, as well as, North Dakota University System (NDUS) and UND policies and procedures for their expenses to be reimbursed. Please review the laws and policies governing your travel/purchase prior to completing the transaction.
For assistance with the completion of an expense report in PeopleSoft T&E, please review the guides and videos.
Employee In-State Travel Rates
We encourage the use of a University purchasing card while traveling. Most travel expenses (excluding meals) may be charged on this university issued MasterCard allowing the payment of the expense to be made directly by the university.
Meal Per Diem/Lodging/Mileage Rates
Travel Meal Reimbursements
UND will also reimburse the expenses of a non-employee or student traveling for university business. These expenses must be in compliance with all published policies and procedures of the NDUS and UND.
Meals will be reimbursed based on a per diem. Actual receipts are not required. If the cost of a meal is included in a conference registration fee, the per diem for the meal will not be reimbursed.
ND Travel-Employee-Meal Policy
Lodging During Travel
Lodging expenses incurred when traveling on university business outside the state of ND will be reimbursed at actual cost. When traveling within the state of ND, reimbursement cannot exceed the state rate established by the North Dakota director of OMB plus any applicable state or local taxes. If the state rate cannot be obtained, employees must follow NDUS procedure 806.1(12). Please review the Travel policy to insure you are in compliance.
Travel expenses for a spouse/traveling companion are not an allowable expense. UND will reimburse the rate of the room as it would have cost for only one person.
UND is tax exempt in North Dakota, so taxes should not be paid. You may need to pay taxes on hotels out of state.
When sharing a room with another University employee, it is best to obtain a split bill from the lodging establishment. UND can reimburse each employee up to the current state rate (if lodging in ND) as long as the total of the two reimbursements does not exceed the total amount of the lodging invoice. If lodging outside ND, each employee can be reimbursed for their portion of the shared lodging.
UND will pay the air travel costs of travel on university business for economy class tickets only. Please review the Travel policy to review the allowances and restrictions for airline travel and the needed documentation.
UND does reimburse an employee for the first piece of luggage. A fee for a second piece of luggage is only reimbursed with written business justification, such as equipment required to be transported when presenting at a conference.
Employees are to use a State Fleet vehicle for business travel whenever possible. If a state fleet vehicle is not used, the employee’s supervisor must approve the reimbursement by signing the personal vehicle mileage claim located on the UND Travel Expense Voucher.
If approved by your supervisor, an employee will be reimbursed the GSA rate 300 miles from the North Dakota border and $.18 beyond the 300 miles. Mileage allowances are assumed to be the total operating costs for vehicles and no additional amounts will be paid for such items as traffic tickets, toll fees, automobile repairs, fuel charges or any other normal recurring automobile expenses.
The total mileage reimbursement cannot exceed the cost of the airfare. The documented airfare cost must be attached to the travel expense voucher.
If an employee is involved in a motor vehicle accident while on business-related travel in their personal vehicle, their personal insurance will have to cover any claims/costs. The vehicle owner would be responsible for any deductibles and rate increases that result. Consult UND's policy on vehicle insurance.
Other Reimbursed Travel Expenses
With a receipt or paid invoice, UND will reimburse business expenses for parking fees (not parking fines), internet charges, rental cars, copies, faxes, shipping, and postage.
In addition, with written business justification, UND may reimburse for other business expenses such as mandatory bellman/maid charges, late check-out fees, business calls, cancellation charges; and international travel expenses such as currency exchange fees and immunizations. In very limited cases, UND will reimburse for travel insurance or GPS charges.
Grant or Contract Funded Travel
Please contact your UND Grants & Contracts Officer prior to booking any expenses for travel pertaining to a grant or contract sponsored trip. It is essential to confirm that the travel expenses will fall within the parameters of the grant or contract to insure payment or reimbursement of expenses.
Should I pay for my meals with the P-Card while I am traveling?
Food purchases are not allowed on the P-card. A reimbursement will need to be submitted through Travel & Expense module in PeopleSoft.
Should I prepay my hotel room fee?
Prepayments are not advised. If the traveler isn’t able to attend, your departmental funds will be lost.
Should I rent a car and pay for the fuel?
The car rental and fuel can be paid for with a P-Card while traveling out of state. There is a state contract for car rentals. If you are traveling in North Dakota you should use a state vehicle and use the credit card in the state vehicle to purchase fuel.
Should I use my P-Card to pay for transportation while at my conference?
Yes, shuttle services, Lyft, taxi and Uber are allowable for business purposes. Make sure to obtain a receipt.
Should I pay for my co-workers hotel room with my P-Card when she goes to her conference?
Yes, you will want to make sure no incidentals are charged.
Should I use my P-Card for University sponsored travel?
Travel expenses, excluding food are allowed on the P-Card. However, you will need to complete the Travel Agreement form.
Can I charge baggage on my P-Card for University-sponsored travel?
One baggage item is allowed on the P-Card. A fee for a 2nd piece of luggage is only reimbursed with written business justification, such as equipment required to be transported when presenting at a conference.
What if I don't have an itemized receipt for my transaction?
If you do not have a receipt/invoice for a transaction, you will need to contact the vendor for a replacement receipt/invoice. If you are not able to get a replacement receipt/invoice, the missing receipt form will need to be completed.
My supervisor has indicated when I travel out of state I will not be reimbursed the per diem rate allowed?
When traveling outside the State of North Dakota your supervisor or institution can pay a lower per diem rate.
I am accompanying an athletic team out of state. Do I need to submit a travel voucher for the per diem payment for my meals?
No, you may charge your meal to the same bill as the athletes. Since these meals are paid with a university travel card or cash advance, you are not allowed to ask for any reimbursement of per diem meals.
I am taking a faculty candidate and his spouse out for dinner. How will I be reimbursed?
Since you and your colleagues were required to attend the business meal, you will be reimbursed the entire cost of the meal if a detailed receipt is provided. The receipt must include the names of all in attendance. Alcohol charges are never reimbursed.
May I obtain an advance payment for my upcoming travel?
The University discourages travel advance payments. If you are able to document that you have exhausted other means of payment for your travel, you may request an advance for 80% of your lodging and meals for your travel.
I am required to have a personal assistant with me?
The approval for reimbursement for a personal assistant must be pre-approved by UND Affirmative Action on a case by case basis.
Unused Tickets (Air or Rail)
Purchased with Personal Credit Card
Reimbursement is only allowed with written justification.
Purchased with P-Card
The ticket can only be used for a UND business purpose. UND will pay for the change fee with a justifiable business purpose or personal emergency.
Lost Cab Receipt
UND will reimburse for a cab without a receipt if it is $10.00 or less.
Should I attach my receipts in the header or on the individual expense line?
At this time, we will allow receipts to be attached in either location. Auditing the receipts is much easier if they are attached on the line of the expense, but that required each receipt to be saved and uploaded as a separate file.
Why do I need to input a ticket number for an airline ticket reimbursement?
Each ticket is assigned a unique number that should be entered to ensure we are not reimbursing for the same ticket twice. Baggage receipts entered as a separate receipt from the airline ticket should have a “B” appended to the original ticket number when entering the ticket number or it will be flagged as a duplicate.