Things to Know While Traveling
Stay informed, stay compliant—here are the key tips and reminders to help you navigate UND-sponsored travel smoothly and confidently.
Visit the Travel Planning webpage for more information.
- Save itemized receipts for all expenses (except meals) over $10.
- Receipts must show vendor name, date, itemization, and proof of payment.
- If you lose a receipt, complete a Missing Receipt Form.
- For foreign receipts, convert to USD and translate if unclear.
- You must be in travel status, away from your normal work location, and the trip must last at least four hours or include an overnight stay to claim meals.
- Reimbursement is based on in state per diem or out of state per diem categories separated by quarters of a day.
- No reimbursement for meals included in conference fees.
- Receipts are not required.
- For further information visit Trip Related Reimbursement travel webpage.
- Use hotels that provide itemized receipts (avoid Airbnb, Expedia, etc.).
- In-state lodging must meet the state rate unless justified.
- Out-of-state lodging must be reasonable—no luxury hotels.
- If sharing a room with an employee, only claim your portion of the cost.
- Retain baggage allowance/receipts
- Travelers should always select the lowest logical price airfare that meets their business travel needs, which includes seating. Seat upgrades are not an allowable or reimbursable expense.
- Notify supervisor/staff of any changes or cancellations
- On board Wifi is reimbursable with a valid business need
- University employees should use a state-owned vehicle (State Fleet) for business travel whenever possible.
- The ND Risk Management Fund does not cover vehicle damage or liability claims if an employee crashes their personal vehicle while on state business travel. Owner’s vehicle insurance is the primary and must cover any claims and costs.
- When traveling where a rental car is required, the preferred method of payment is the Purchasing Car (P-Card). Additional insurance is NOT necessary.
- Rentals must follow UND’s vehicle policy and be pre-approved.
- Keep receipts for taxis, ride shares, and parking (unless under $10).
- Mileage for personal vehicles is reimbursed at GSA rates.
- Must register with the Office of Safety at least 3 weeks before departure.
- Contact Export Control if taking technology or research materials.
- Travel insurance is recommended—contact Risk Management.
- Optional upgrades (e.g., seat selection, extra legroom) are not reimbursed.
- If adding personal time to a trip, document the cost difference at booking.
Questions
Safety Related Questions can be directed to UND.safety@UND.edu