Trip Related Reimbursements
UND employees and non-employees who incur eligible expenses using personal funds during university-sponsored travel may request reimbursement.
General Guidelines for Employee, Student, and Non-Employee
- Reimbursement requests must be submitted within 60 calendar days of return from travel otherwise the reimbursement is subject to being taxed.
- 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).
- Non-overnight travel – It is the traveler’s responsibility to follow their division/department internal travel pre-approval procedures.
- Reimbursements apply to UND employees, students, and non-UND employees, in travel status for UND-sponsored travel.
- Eligible expenses for reimbursement include airfare, lodging, meals, conference/registration fees, and allowable miscellaneous travel expenses.
- Meals while in travel status are allowed and reimbursed if travel is away from the normal work location and lasts four hours or more or involves an overnight stay. For further information about meals visit the Meals Pre-Travel Related Resources travel webpage.
- For meals while not in a travel status refer to UND’s Meal Policy.
- All expenses must have a clear business purpose. Must be ordinary, necessary, and directly related to the performance of duties as a UND employee or participant in UND-sponsored travel.
- Itemized receipts are required for expenses over $10.
Definition
- An employee is an individual who is formally hired by the University of North Dakota and is eligible to receive compensation and benefits through the university.
- A Graduate Teaching Assistant (GTA), Graduate Research Assistant (GRE), or Graduate Service Assistant (GSA) is considered an employee.
Employee Reimbursement
- Eligible travel expenses are reimbursed through a financial expense reporting system in PeopleSoft Finance, Expense Module.
- Consult your division/department representative for guidance on completing the Expense Report in PeopleSoft Finance.
- Refer to the NDUS Travel & Expense User or Approver Guide below.
Peoplesoft Expense Module Guides For Employees and Managers
NDUS Travel & Expense Approver Guide
NDUS Travel & Expense User Guide
Frequently Asked Questions
The division/department that is funding the non-employee or student travel must submit the non-employee refund/reimbursement request form in UND Marketplace with the required supporting documentation. Reimbursements to non-employees and students will be at the same rates as employees, whenever possible.
Non-employees may include a consultant, guest, visiting lecturer, speaker, independent
contractor, or prospective employees. These individuals are not employed by UND.
Students enrolled at UND, regardless of ancillary University employment (e.g. a part
time job), whose primary purpose is to be enrolled as a student, are considered non-employees.