Travel Planning

General Travel Pre-Approval 

• Overnight travel – UND’s Travel Policy requires pre-approval for trips with overnight stays. Overnight travel reimbursement requests must include documentation of pre-approval (e.g., email or division/department form). Travelers must obtain approval from their designated approving authority in their division/department before making travel arrangements. Reimbursement is not guaranteed for travel without prior approval.

• Non-overnight travel – UND’s Travel Policy does not require documentary proof of pre-approval. However, the division/department may require pre-approval.

International Travel 

•  All international travelers must register travel with the Office of Safety using the International Travel Registration Form at least three weeks prior to departure.
• Travelers must submit an International Travel Questionnaire to the Export Control Office at least 10 business days prior to travel.
• If an export license is required, it must be obtained before travel.
• For further information and requirements about international travel and export control, visit the International Safety Travel webpage.

Remote Worksite Travel 

• Travel to campus or other UND locations may be treated as business travel. 
• Division/Department authorizing Remote Worksite Agreements must stipulate any travel reimbursement considerations or restrictions, please contact HR for any questions.
• Occasional work from non-UND property under hybrid or alternative schedules is not eligible for travel reimbursement.
• For further information about remote worksite travel refer to UND Policy – Remote Worksite Locations and UND Policy – Travel .
• Domestic Travel exceeding 30 consecutive days requires notifying UND's Human Resources Department per the Remote Worksite Policy.

General Guidelines 

• UND may prepay airfare for travelers.
• Travelers should always select the lowest logical price airfare that meets their business travel needs.
• Exceptions must be documented at the time of booking and attached with the reimbursement request.
• Changeable/refundable tickets are allowed to reduce cancellation/change fees

Purchasing Airfare Tickets 

• Purchasing Card (P-Card) is the preferred method of payment.
• Personal payment is reimbursable with pre-approval documentation.
• UND does not reimburse tickets or upgrades purchased with personal e-credits, miles, or reward points.
• Advance booking is recommended; excessive costs for last-minute travel require additional justification.
• Bundled discount fares (e.g., seat selection, carry-on) are allowed if each feature is otherwise reimbursable.
• Documentation of bundled features must be included.

Delta Airlines Discount Program

• UND employees can access discounted Delta fares for business travel.
• Requires linking SkyMiles account via NDUS Delta EDP program.

Checked Luggage 

• UND may pay for or reimburse one checked bag.
• Charges for additional or overweight luggage must be approved in advance and documented.

Fly America Act 

• Requires use of U.S. carriers for federally funded international flights.
• Applies to UND as a federal contractor/subcontractor.
• Waivers or exceptions may apply but must be evaluated in advance.
• For further information visit the Grants & Contracts Related Travel webpage.

Eligibility

• Meals are allowed and reimbursed if travel is away from the normal work location and lasts four hours or more or involves an overnight stay.

Per Diem Rates

• Meals are reimbursed at established per diem rates. Separate rates apply for in-state travel (North Dakota) and out-of-state travel (the other 49 states and U.S. territories). For both categories, reimbursement is calculated by quarter-day increments (see tables below).
• If a meal is included in a conference registration fee the per diem for that meal will not be reimbursed.
• Receipts are not required.

Requesting Reimbursement

• All expenses for a single trip or multiple day trips within a reasonable timeframe can be included on one expense report. Overnight trips must be on their own expense report. 
• Non-Employee meals are reimbursed at same rates via the UND marketplace form and are reimbursed provided they comply with NDCC Chapter 44-08-04and OMB Policy 505.
• For further information visit Trip Related Reimbursement travel webpage.

 In State Per Diem Rates (for travel over 4+ hours)

Out of State Per Diem Rates (for travel over 4+ hours)

How to Determine Out-of-State Per Diem Rate?

•  Use the US General Services Administration website (weblink below).
• Reimbursement is based on the assigned percentage of the total daily rate allowed for the meal in the above chart.
• Search by city, state, or ZIP code.
• Search by state by utilizing the interactive map.
• The maximum allowed daily rate is found in the M&IE total table/section.
• If the city is not found, use the Standard Rate listed for the selected state.

U.S General Services Administration (GSA) Domestic Per Diem Rate

How to Determine Out of Continental US Per Diem Rate?

• Use the US Department of State website (weblink below).
• Search by country by utilizing the Lockup feature.
• The maximum allowed daily rate is found in the M&IE Rate column for the city.
• If the city is not found, use the Other M&IE Rate.
• This includes Alaska, Hawaii and US territories.

U.S Department of State Per Diem Rates

Employees are to use a State Fleet vehicle for business travel whenever possible. Contact UND.transportation@UND.edu for additional State Fleet questions.

Vehicle Use Overview

• If an employee is approved to use their personal vehicle and is involved in a motor vehicle crash while on state business travel, the ND Risk Management Fund will not provide coverage for damages to the vehicle or respond to a liability claim. 
• The owner’s vehicle insurance is primary and must cover any claims and costs.  The vehicle owner is also responsible for any deductibles and rate increases resulting from the claim. Contact the Office of Risk Management with questions.

Rental Cars

• Car Rental Policy
• Car Rental Guidelines
• Rental car use within the state of ND is not allowed.
• When traveling where a rental car is required, the preferred method of payment is the University P-card. Additional insurance is NOT reimbursed. Contact the Office of UND Risk Management for more information related to vehicle liability on state-rented vehicles. 
• University employees should use a state-owned vehicle (State Fleet) for business travel whenever possible.

Personal Vehicle Use

The use of a personal vehicle must be approved by the employee’s supervisor. 

• Employees are expected to use the least costly method of travel (air vs vehicle).  
• An employee will be reimbursed the GSA rate 300 miles from the North Dakota border and $.18 per mile beyond the 300 miles when travel begins within the state of North Dakota.
• An Employee will be reimbursed the current GSA rate if travel begins outside of the state of North Dakota. For example, a remote worksite.
• 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, automobile repairs, fuel charges or any other normal recurring automobile expenses.

Taxi, Uber, Lyft or Public Transportation

• Taxi, Uber, Lyft, etc., or public transportation (e.g., bus/light rail) is allowed if it has a business purpose.
• Receipts are required for any transportation fare that is greater than $10. Receipts must include a pickup and drop-off location.

Mileage Reimbursement Rates

View 300 Mile North Dakota Buffer Map

General Lodging Guidelines 

• UND will pay or reimburse lodging expenses.
• Use of the Purchasing Card (P-Card) is encouraged for lodging expenses to facilitate tax exemption where applicable
• Itemized receipts are required.
• Travelers should ensure proper documentation is obtained at check-in/check-out.
• Use of sites like Expedia, Hotels.com, Airbnb, or VRBO is discouraged due to lack of itemized receipts.

In-State Lodging 

• Can not exceed the allowed rate set by the Office of Management and Budget (OMB), plus applicable taxes/fees.
• The rate is based on 100% of the GSA rate for North Dakota, plus applicable taxes and fee
• If lodging exceeds the allowable rate, the traveler must document efforts to find lodging at or below the state rate.  Required to contact al least three hotels whenever possible and document rates before booking.

Out-of-State Lodging 

• Reimbursed at the actual rate paid.
• Book standard rooms at reasonably priced midmarket hotels.
• Luxury or upscale hotels should not be booked.
• Exceptions allowed for conference hotels or logistical needs, with justification.

Shared Lodging 

• When sharing a room with another UND employee: Each employee’s portion must not exceed the allowed rate.
• When accompanied by a non-reimbursable individual (e.g., spouse); Only the single room rate is reimbursable.

Tax Exemption 

• In-state lodging for UND is tax-exempt in North Dakota; state taxes should not be paid. In some circumstances tax exemption may not be honored.
• Out-of-state lodging Tax exemptions may not apply; taxes paid are reimbursable.
• Refer to available Tax Exemption Documents for travel purposes.

• The Purchasing Card (P-Card) is the preferred method to pay for travel expenses associated to air travel, lodging, and rental cars.
• All other allowable travel expenses for meals, mileage and miscellaneous expenses paid with personal funds are eligible for reimbursement.
• For further information about reimbursements and how to request travel reimbursements, visit the Trip Related Reimbursements travel webpage.

International Travel Insurance 

• Travel insurance is recommended for international trips, especially for medical and emergency situations.
• Travelers are advised to contact the Office of Risk Management and Insurance for international travel insurance options.
• All international travelers must register their travel with the Office of Safety using the International Travel Registration Form.

Vehicle Liability Insurance 

• State fleet vehicles are preferred for university-sponsored travel.  UND employees are covered for liability when driving a state vehicle on official UND/state business through the Risk Management Fund.
• State Insurance has no coverage for personal vehicle use. 
• Car rentals must comply with UND Policy - Use of State, Leased and Rental Vehicles. Refer to the State Cooperative Contract for Rental Vehicles for which rental agency’s agreement includes insurance.

Workers’ Compensation Insurance 

• Domestic Travel exceeding 30 consecutive days requires coordination with the Office of Safety due to workers’ compensation implications. 

HR Remote Worksite Policy

• Domestic Travel exceeding 30 consecutive days requires notifying UND's Human Resources Department per the Remote Worksite Policy

If you're a non-exempt employee preparing for UND-sponsored travel, the UND Travel Policy and the Non-Exempt Pay for Travel Standing Operating Procedure matters to you. While the Travel Policy and Non-Exempt Travel SOP both address travel-related procedures, they serve different purposes.

The table below highlights how these policies relate and what each one covers—helping non-exempt employees understand both how to get paid and how to travel compliantly.

For questions, contact your divisional Human Resources partner about the Non-Exempt Pay for Travel Standing Operating Procedure, or find non-exempt pay for travel examples on the Quick Guides and User Manual website. 

Email: UND.humanresources@UND.edu

General Guidelines 

• Approval procedures may vary by division/department.
• Group refers to any university-sponsored travel arrangement that includes more than one student or non-employee traveling for the same purpose.
  • A UND employee (staff or faculty) acts as a coordinator to facilitate travel arrangements and is responsible for following all division/department and UND’s Travel Policy procedures.
  • Must obtain pre-trip approval from their designated approving authority prior to purchasing airfare, lodging, or making other travel arrangements.
• An employee may also be part of the traveling party.
• A UND employee (staff or faculty) serves as coordinator, submits a Field Trip form, and obtains signed Waivers from students/non-employees. 
• Each student/non-employee is responsible for signing a Waiver.

Note: Travelers comprised solely of UND employees traveling to the same event do not constitute group travel. An employee is responsible for their individual travel arrangements and travel expense reimbursement requests when traveling, regardless of traveling with another employee to the same university-sponsored event.