Group Travel

Employees traveling together

Employees traveling to a conference or other event with other employees will each submit their own individual travel authorization (and reimbursement if necessary) and they will choose “Individual” for the travel type, not “Team/Group”.

If employees will be traveling to their destination together one employee will have the transportation cost on their TA/TR and the others will note that they traveled with that employee.

Example: You shared a room with Jane Doe and she will be paying for room on her pcard, therefore you will not have a lodging expense on your Travel Authorization or Reimbursement.

If employees are sharing a room then the one who didn’t pay for the room should note the name and TA number of the person who paid for the room in the comments section next to lodging.

Employees traveling with non-employees (students)

If more than one employee is traveling with the students, one employee will need to be designated as the team leader for the students, and the remaining employees will each complete and submit their own “individual” travel authorization.

The employee who is to be designated as the team leader will also complete a Travel Authorization but they will choose “Team/Group” from the “Travel Type” drop down menu.

• TA should include expenses for the group – total hotel, conference fees, etc.
• Be sure comments are detailed and clear as to purpose of travel.
• Include a roster of non-employees traveling with employee. If one is not available note that in the “comments” section.  Prior to closing out the trip, a roster will need to be uploaded to either the TA or if one is being processed, the Travel Reimbursement.
• Students who are non-resident aliens must use the travel center to obtain travel authorization. The individual must disclose their visa status on the TA in the comments and obtain an email confirmation from NCSU Tax Compliance regarding whether the university can pay traveler expenses and whether the payments are taxable. This written confirmation must be attached to the TA.

It is assumed when processing a group travel TA in this manner that all expenses have been prepaid or will be paid for by the employee using their purchase card and that the students will not require any reimbursement after the trip. However, if meals need to be purchased during the travel for the students, then a travel advance equal to the per diem amount for each student may be requested before the trip (remember Pcards should not be used for meal purchase when in travel status). The team leader will need to contact their Business Office before processing a Travel Authorization to discuss if this is an option.

Students who are traveling under an Employee’s Team/Group TA will not be eligible for reimbursement of any expenses.