Frequently Asked Questions

Air Travel

UND reimburses for the first piece of luggage. Any additional pieces are reimbursed only with written business justification, such as transporting equipment for a conference presentation.

No. UND does not reimburse personal eCredits used for tickets or upgrades. Please refer to the UND Travel Policy for more details.

Purchased with Personal Credit Card: Reimbursement is allowed only with written justification. Purchased with P-Card: Ticket must be used for UND business purposes. UND will cover change fees with a justifiable business reason or personal emergency.

Each ticket has a unique number to prevent duplicate reimbursements. Allegiant Airlines uses confirmation numbers instead of eTicket numbers.

Meals

No. Food purchases are not allowed on the P-Card. Submit a per diem reimbursement in the Travel & Expense module in PeopleSoft.

Yes, prior to travel. Supervisors or institutions can approve a lower per diem rate when traveling outside North Dakota.

Yes, because this dinner has a business purpose. 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. Please note that alcohol charges are not a reimbursable expense.

No. Get rates from the US Department of State Per Diem Rates.  Add Local Meals + Local Incidental columns for total per diem.

Yes. One expense line per travel day to record any meals not claimed via the Per Diem Deductions box.

  1. Enter meal expense line.
  2. Per diem for full day auto-populates.
  3. Click Per Diem Deductions.
  4. Select unclaimed meals – system deducts automatically.

Peoplesoft & Expense Reports

Yes! Go to Actions in the upper right corner of the report, select Default Accounting for Report, and click GO.

Yes, employees can assign one or more delegates to create an expense report. The individual receiving reimbursement must submit it. For help, contact PPS at und.pps@und.edu.

Each expense line shows a location. It defaults to the header location but can be updated individually.

Check that your pop up blocker is not preventing the viewing of receipts.

Yes, they can update funding chart fields. A valid budget check must be run before approval.

  • A valid budget check is required. If status is Error, correct funding and contact finance. If Not Budget Checked, wait for the cycle or run a manual check via Budget Options > Budget Check.
  • The date of the report may be different than the date of approval. EX: if report was created in May and they are trying to approve in June, the accounting date needs to be updated. See attached How To Guide. 

Yes, assign another approver in your System Profile.

  • Yes, reports can be edited or sent back with comments.
  • Use the deny button only to remove the report from the system.
  • If a correction needs to be made to a paid expense report please review the JE Quick Facts - Entering a Travel Correction for more information.

Transportation

Yes, even if the mileage spans multiple days. However, expense managers and auditors must be able to reasonably verify the total miles traveled.

Typically mileage is calculated from the employees official work location. When it is in the best interest of the state, employees may begin travel directly from their residence rather than reporting to their official work location first. 

Transportation rates are assigned to the individual requesting reimbursement. If the desired rate isn’t available in the dropdown, contact Payment Services to have it assigned to the traveler.

Yes, mileage to and from the airport is reimbursable originating from the employees official work location. When it is in the best interest of the state, employees may begin travel directly from their residence rather than reporting to their official work location first. 

Lodging

No. UND does not reimburse expenses for a spouse or travel companion. UND will reimburse the single occupancy rate only.

Please refer to the  UND Travel Policy  for guidance.

Follow OMB Policies 505, 508, and 513.

You must document:

  • Attempts to find state rate lodging
  • Names/addresses of hotels contacted
  • Dates/times of contact
  • Quoted rates from at least three hotels where possible and complete this before travel.

No. Prepayments are not advised. Although if required deposits can be allowed. If travel is canceled, departmental funds will be lost.

Only if staying at different hotels. If staying at one hotel with a single receipt, enter the total amount and use the “number of days” field.

Travel advances are discouraged, but may be approved by Procurement & Payment Services (PPS).

Eligibility

  • Travel exceeds 5 days/month
  • Request ≤ 80% of estimated lodging and per diem expenses

Contact PPS for instructions on how to process a cash advance. Cash Advance Policy

Email Procurement & Payment Services at UND.pps@UND.edu

Miscellaneous

Complete the Workforce Accommodation Request Form to initiate the process for any accommodations needed.

Yes. Follow the the International Travel Safety Process before booking or departing.

Yes, with a valid receipt or paid invoice, UND reimburses business expenses such as:

  • Internet Charges
  • Rental Cars
  • Copies & Faxes
  • Shipping & Postage
  • Parking Fees
  • Taxi, Uber, Lyft or Public Transportation >$10.00  will need to have pickup and dropoff location listed.

Contact the vendor for a replacement. If unavailable, complete the missing receipt form. Note: UND will reimburse uber, lyft, cab fares or public transportation  ≤ $10 without a receipt. 

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