Travel and Expense Questions

I am planning travel. What do I need to do before my trip?

Ensure that you have proper approval for your trip from your supervisor (Out of State Travel form) before incurring any expenses for your trip.  Please also review the Guidelines for International Travel and NDSU Travel Policy for additional information. Funding availability must be confirmed with the Business Center prior to beginning travel to ensure funds are available to cover the travel expenditures.

I am approved for travel and would like to book advance travel expenses, such as airfare, registration and the hotel deposit. What are the next steps?

You can either pay for these expenses yourself for reimbursement through the Travel and Expense reimbursement process, use a Purchasing Card to make these purchases, or contact the Accounting Service Center to make these purchases on your behalf.

I have travel related expenses that I have personally paid for. How do I get reimbursed for these expenses?

The traveler has two options to submit for reimbursement of travel expenses:

  • Please send an email to the appropriate ASC listserv providing information on the costs you would like to be reimbursed, including funding information and attaching digital receipts. Your Accounting Specialist will enter this information into a expense report within PeopleSoft Finance on your behalf, which will route to you for review and submission.  (As a note, the Accounting Service Center is currently developing a Travel Documentation Checklist to assist in this process which will be released in early August.)
  • If you are comfortable doing so, you can still create your own expense report within PeopleSoft Finance and request an ASC delegate review it before you submit for approvals.

Where can I find additional information regarding lodging or meals when traveling?

The Accounting Office has additional resources within the Employee Travel webpage.

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