Travel and Expense Reimbursement Policy: Difference between revisions

Latest revision as of 18:13, 8 March 2023

Policy 510.1

Introduction

1.1 The purpose of this policy is to inform Appalachian State University ("Appalachian") of the University official and unit that has authority and oversight to implement University procedures as it relates to the reimbursement of travel and other business related expenses incurred during the course of Official University Business.

Scope

2.1 This Policy applies to all Appalachian advances, payments or reimbursements of travel and other business-related expenses from University Funds.

Definitions

Official University Business

An act that occurs when a University employee or non-University employee is traveling to attend approved job-related training, work on behalf of the University, officially represent the University, or provide a state service on behalf of Appalachian or the State of North Carolina.

University Funds

Any funds whether derived from appropriations or other receipts, including but not limited to grants, foundation supported funds, endowed professorships, auxiliary receipts and student fees. These funds do not include agency funds, which are funds held by Appalachian on behalf of entities that are legally separate from the University. The use of University funds may be limited depending on the activity engagement, the intended purpose of the fund, or source of receipts.

Policy and Procedure Statements

Policy Administration

The Vice Chancellor of Finance and Operations (the “Vice Chancellor”) is responsible for the administration of this policy, which includes providing oversight of the Finance and Administration Division of Finance and Operations who has the authority to develop and implement University procedures as it relates to the advancement, payment or reimbursement of travel and other business-related expenses from University Funds.

Additional Administrative Responsibilities

4.2.1 The Finance and Administration Division of Finance and Operations will be responsible for reviewing and auditing transactions of all advances, payments or reimbursements of travel and other business-related expenses under the scope of this policy.

4.2.2 Unless otherwise directed by the Vice Chancellor, the Finance and Administration Division of Finance and Operations has the authority to establish additional guidance and procedures that are not proscribed by or do not conflict with section

Legal and Regulatory Compliance

Administration of this policy and related University procedures shall be consistent with federal and state laws and regulations (e.g., the State Budget Manual of North Carolina), UNC System policies, and guidance provided by the Office of State Budget and Management (“OSBM”), the North Carolina Office of the State Controller (“OSC”), and the UNC System Office.

Additional References

Appalachian State University Travel and Expense Reimbursement Standards

North Carolina State Budget Manual

Authority

N.C. Gen. Stat. Chapter 116 Higher Education

N.C. Gen. Stat. Chapter 143C State Budget Act

N.C. Gen. Stat. § 138-6

North Carolina State Budget Manual

Contact Information

Office of the Controller - 828.262.2110

Effective Date

December 1, 2019

Revision Dates

December 1, 2019

February 12, 2020

April 24, 2020

@@ Line 4: / Line 4: @@
 == Scope ==
-.1 This Policy applies to all individuals requesting advances, reimbursement of travel, and business expense reimbursements from funds on deposit with the North Carolina State Treasurer (“State Funds”).
+.1 This Policy applies to all Appalachian advances, payments or reimbursements of travel and other business-related expenses from University Funds.
 == Definitions  ==
-=== State Funds ===
+=== Official University Business ===
-:Any funds deposited with the North Carolina State Treasurer whether derived from appropriations or other receipts (including but not limited to: grants, foundation supported funds, endowed professorships, auxiliary receipts and student fees). State funds do not include agency funds on deposit with the University.
+:An act that occurs when a University employee or non-University employee is traveling to attend approved job-related training, work on behalf of the University, officially represent the University, or provide a state service on behalf of Appalachian or the State of North Carolina.
-=== Agency Fund ===
+=== University Funds ===
-:Funds held on behalf of another organization where the University acts as a fiscal agent.
+:Any funds whether derived from appropriations or other receipts, including but not limited to grants, foundation supported funds, endowed professorships, auxiliary receipts and student fees.  These funds do not include agency funds, which are funds held by Appalachian on behalf of entities that are legally separate from the University.  The use of University funds may be limited depending on the activity engagement, the intended purpose of the fund, or source of receipts.
-=== State Employee ===
+== Policy and Procedure Statements ==
-:Any employee of the State of North Carolina who is full-time, part-time, temporary, or permanent who is paid through the North Carolina State Payroll.  This includes University faculty, staff, student employees, and non-student temporary employees at Appalachian State University.
-=== Non-State Employee ===
+=== Policy Administration ===
-:Any person that is not employed by the State of North Carolina. Examples of non-state employees that may receive payments under this policy include but are not limited to independent contractors, a prospective employee, or students who are not employed by Appalachian.
-=== Official State Business ===
+The Vice Chancellor of Finance and Operations (the “Vice Chancellor”) is responsible for the administration of this policy, which includes providing oversight of the Finance and Administration Division of Finance and Operations who has the authority to develop and implement University procedures as it relates to the advancement, payment or reimbursement of travel and other business-related expenses from University Funds.
-:Official state business is any activity engaged in by a State employee within the scope of their employment or any activity where a non-state employee is working on behalf of, officially representing or incurring expenses on behalf of the Appalachian State University or the State of North Carolina.
-== Policy and Procedure Statements  ==
+=== Additional Administrative Responsibilities ===
-=== Travel and Expense Reimbursement Policies ===
+.2.1 The Finance and Administration Division of Finance and Operations will be responsible for reviewing and auditing transactions of all advances, payments or reimbursements of travel and other business-related expenses under the scope of this policy.
-.1 Appalachian State University has adopted the State of North Carolina Travel Policies as outlined in the North Carolina Office of State Budget Management’s Budget Manual.  These policies may be found at the [http://controller.appstate.edu/sites/controller.appstate.edu/files/State%20Travel%20Policies.pdf State of North Carolina Budget Manual Office of State Budget and Management]
-.2 In some instances, the University has been delegated authority to establish university specific policies, or has chosen to provide additional guidance that is not covered by the State Budget Manual regarding travel and reimbursement of expenses. These additional policies include the following:
+.2.2 Unless otherwise directed by the Vice Chancellor, the Finance and Administration Division of Finance and Operations has the authority to establish additional guidance and procedures that are not proscribed by or do not conflict with section
-:510.2 Accountable Plan Defined
-:510.3 Blanket Travel Authorizations
+=== Legal and Regulatory Compliance ===
-:510.4 Third Party Lodging Requests
+Administration of this policy and related University procedures shall be consistent with federal and state laws and regulations (e.g., the State Budget Manual of North Carolina), UNC System policies, and guidance provided by the Office of State Budget and Management (“OSBM”), the North Carolina Office of the State Controller (“OSC”), and the UNC System Office.
 == Additional References ==
-:[http://policy.appstate.edu/Basic_Spending_Guidelines_by_Fund_Source Basic Spending Guidelines Policy 501.18]
+:Appalachian State University Travel and Expense Reimbursement Standards
-:[http://policy.appstate.edu/Direct_Payments_Policy Direct Payment Policy 501.12]
 :[https://www.osbm.nc.gov/ North Carolina State Budget Manual]
 == Authority ==
+:N.C. Gen. Stat. Chapter 116 Higher Education
+:N.C. Gen. Stat. Chapter 143C State Budget Act
+:N.C. Gen. Stat. § 138-6
 :[https://www.osbm.nc.gov/ North Carolina State Budget Manual]
 == Contact Information ==
-:Controller’s Office 828.262.2110
+:Office of the Controller - 828.262.2110
 == Effective Date ==
-:June 7, 2016
+:December 1, 2019
 == Revision Dates ==
+:December 1, 2019
+:February 12, 2020
+:April 24, 2020
+[[Category:Contents]]
+[[Category:Business Operations]]
+[[Category:Travel, Transportation, and Expense Reimbursements]]