Orange County NC Website
Browse       Search
5.1 Travel Reimbursement or Payment <br /> 5.1.1 Reimbursement Requests <br /> Employees travelling on state business are responsible for submitting reimbursement requests in <br /> accordance with internal agency policies. Pursuant to G.S. 138-6(c),requests for reimbursement <br /> and documented expenditures shall be filed within 30 days after the travel period ends for which <br /> the reimbursement is being requested. <br /> Specific dates of lodging must be listed on the reimbursement request. See 5.2.1-5.2.5 for more <br /> on lodging. <br /> Each meal reimbursement rate must be listed on the reimbursement request. Departure and <br /> arrival times must also be listed on the reimbursement request. See 5.2.6-5.2.12 for more on <br /> meal reimbursements. <br /> Receipts are required for transportation cost reimbursements including air fare,rental vehicles, <br /> taxi, car service,mobile phone ordered car service, airport shuttle service, public transportation, <br /> parking fees, tolls,and storage fees. See 5.2.13-5.2.28 for more on transportation. <br /> Reference internal agency policies for required documentation for reimbursement of mileage and <br /> incidental expenses. <br /> 5.1.2 State-Issued Credit Cards <br /> The state has authorized the use of state-issued credit cards (P-cards)for employees during travel <br /> on official state business. These cards are distributed at the discretion of the agency head and <br /> agencies are encouraged to set internal control policies for the use of state-issued credit cards. <br /> Employees will be responsible for unauthorized costs and any additional expenses incurred for <br /> personal preference or convenience. Employee misuse of state-issued credit cards is grounds for <br /> termination. <br /> 6.1.3 Travel Advances <br /> All employees travelling on state business who have not been issued state credit cards may be <br /> issued advances when authorized by the agency head or their designee in order that personal <br /> funds will not be required.No travel advances will be made to non-state employees. <br /> Agencies should set internal policies addressing travel advances,including timely accounting of <br /> travel advances and submission of expenses. Fiscal records must be maintained by the agency for <br /> proper control. The following minimum conditions shall apply: <br /> Occasional travel <br /> • Travel advances for occasional travel must not exceed the estimated cost of the trip. <br />