NC State Travel Reimbursement Application
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University Controller’s Office – The University Controller’s office ensures that travel expenditures are in compliance with all policies and procedures.
The NC State Travel Center – Part of the University Controller’s office website, the Travel Center provides the detailed information you need to plan your trip and receive reimbursement afterwards.
Requesting PeopleSoft Travel Accounts
NOTE: As a security feature, travel requests can only be completed from 7:15 a.m. until 7:00 p.m. Once you are logged in, your connection will last as long as you are working (sending information back and forth). Unless you have indicated otherwise you will stay connected unless you are idle for 60 minutes.
Go to the * NC State University MyPack Portal and log in with your Unity ID and password. This will take you to your customizable administrative portal page. Click on the “Finance” tab at the top to go to where you can access the Travel Reimbursement form.
From the “Finance” page, click on the link to “Travel Reimbursement Entry” in the “Travel Reimbursements” section.
Enter Your Name
The first time you come to this page, you will have to enter either your Traveler ID, Employee ID or your Traveler Name. Once you’ve entered this correctly, use your browser’s ‘remember this information’ option or the information from one of these fields so you won’t have to go through this process every time.
Search using Traveler Name
If you have an unusual first name, enter that in the “Traveler Name” field and click on the magnifying glass. Then select your name from the list of names presented. If you have a common first name, enter your last name in either the Short Vender Name or the Name 1 field and change the criteria from “begins with” to “contains”. You can combine these fields as shown below to narrow down your search.
Select the traveler’s name from the list displayed by clicking on the name. This will return you to the “Add a New Trip” form with the selected traveler’s information added.
Select the Reimbursement Type (Standard or Mileage Only) and the beginning date of the trip(s). You can enter the beginning date or use the calendar icon to select the date. Click on the “Add” button to enter the rest of your information for this request. This creates the Trip Number.
Complete the Travel Request Form
The traveler’s name and address should be shown at the top of the page. If this information is not correct, contact your department’s or district’s administrative assistant responsible for PeopleSoft.
The fields with an asterisk to the left are required fields and must be completed.
Changing the Travel Type from “Standard” to “Mileage Only” will change the page tabs to remove the “Meals and Other Expenses”. It will also remove the “Trip End Date”, “Trip Begin Time” and “Trip End Time” fields.
You must enter “Trip End Date”, “Trip Begin Time” and “Trip End Time” in order for meals to be calculated.
“Project ID” is the code (formally known as Speed Code) that applies to the project/county fund.
Prepaid Items (Optional)
This would only be used if you had expenses pre-paid for this trip.
Clicking on the category’s link on the left spawns a new browser window with the policies, rules and regulations pertaining to that category.
Clicking on the Documentation Required Information button shows the receipts needed for that type expense.
For the categories that have a “Worksheet” link, use that worksheet to enter all your expenses under that category. If the category has an “Amount” field, you can enter that information there.
If you enter an Airfare, Conference Fee or Workshop Fee, a checkbox is presented to indicate that those expenses were not previously reimbursed.
Enter any comments that you feel would be needed to explain the expenses being claimed.
Accounting for Travel Reimbursement
These fields allow you to allocate all or part of an expense to a different Project ID. To subdivide an expense category click on the “+” sign to add another row.
The “Save” button will save the information you have entered to this point. Once you’ve saved this form, you can return at a later date to continue working on this request.
You can get here by clicking on the “Summary” tab at the top of the page or clicking on the “Go to Summary” button at the bottom of the Travel Details page.
Review all this information to make sure it is correct. You can go back and forth between the Summary page and the other pages to edit any fields until you “Create Reimbursement Voucher”. Review all this information to make sure it is correct. You can go back and forth between the Summary page and the other pages to edit any fields until you “Create Reimbursement Voucher”. Once you have created the reimbursement voucher, you can not make changes.
Print your signature form
After you have created your reimbursement voucher, print the Summary page and sign in blue ink. This is the page you attach any receipts and is mailed to the college’s financial officer. Your supervisor may need to see the Ground Transportation and the Meals and Other Expenses worksheets before they approve this request.
Because these pages are within browser frames, when printing you want to select “The selected frame” (be sure that the last frame of the browser window you clicked in was the one with the information you want printed).