Electronic Payment Form ~ All employees being reimbursed MUST be paid electronically ~ If your employee is new, please have them submit this along with their reimbursement ~ BEACON and NCAS are two different systems. Electronic payment in BEACON does not transfer to NCAS.
Meals ~ Must list departure and arrival times to be eligible for meal reimbursement ~ May not claim meals provided by conference ~ If the conference offers the equivalent of a continental breakfast, and the employee elects to eat elsewhere, they can claim that meal ~ In-state : 8.20/B, 10.70/L, 18.40/D ~ Out-of-State : 8.20/B, 10.70/L, 20.90/D
Lodging ~ Overnight travel must be approved by supervisor prior to travel ~ BDA is not needed unless travel is out of state or in excess of the state rate ~ Must be > 35 miles to constitute reimbursement ~ In-State rate : 65.90/night + taxes ~ Out-of-State/Country rate : 77.90/night + taxes
Tax On Lodging ~ All taxes will be reimbursed in addition to the state allowable rate for lodging
Excess Lodging ~ Budget Authorization must be submitted and approved prior to travel ~ BDA must be submitted to the Fiscal department with all appropriate signatures
Registration ~ Submit conference information to Fiscal and we will pay the vendor directly ~ When at all possible, the employee should not pay for the conference out of pocket
Board/Commission Member Travel Reimbursement Policies & Procedures
Travel Reimbursement Form ~ Board/Commission Members
Mileage Rate for General Assembly Members ~.565/mile
Refreshments For Meetings ~ BDA must be completed before meeting takes place ~ 4.50/member and required staff ~ Invoiced to agency from vendor ~ Must submit sign-up sheets from meeting
In Review – A Few Key Things to Remember Mileage rate:.565/mile 100 miles,.25/mile board/commission members In-state meals: 8.20/breakfast, 10.70/lunch, 18.40/dinner Out-of-state meals: 8.20/breakfast, 10.70/lunch, 20.90/dinner In-state lodging: 65.90/night + taxes Out-of-state lodging: 77.90/night + taxes ALL reimbursement must be accompanied by a zero balance hotel receipt. When traveling by air, please provide all receipts from airport parking, shuttle, check-in baggage, and taxi. When claiming meals, departure and arrival times must be listed to receive reimbursement. Reimbursement must be signed by both the employee and the supervisor/department head. List the company and fund for the reimbursement to be paid from on the appropriate lines.
In Review – A Few Key Things to Remember The date, as well as the ‘To’ and ‘From’ sections, must be filled out for each day of travel. All state employees should list their Beacon number, never their SSN. When traveling to many locations on the same day, list a grand total of miles in the appropriate field. Please list only the city and state (if outside of NC) in the To and From boxes. If your employee travels daily, please have them submit a detailed spreadsheet/Word document of their daily travel and total mileage for the day. When traveling from home, you may only take the lesser mileage from either your home or work station. All reimbursements should be typed, not handwritten. Please ensure that everyone in your department is using the current travel form. BDA’s for excess in-state and out of state travel MUST be submitted and completed with all signatures to Fiscal prior to traveling.
~ The purpose line for each day MUST be filled out in order to receive reimbursement
~ All travel reimbursements MUST be submitted to the Fiscal Management office within 30 days of travel
Locating the Current Travel Reimbursement Form ~ Main Page
Locating the Current Travel Reimbursement Form ~ Second Page
Locating the Current Travel Reimbursement Form ~ Third Page
ALL Accounts Payable items except for : –P-card reconciliations and transactions –Travel Reimbursements –ITS Computer invoice –Travel Advance –Portions of a larger invoice Many departments (w/in DOA) listed on one master invoice