|Note policy on traveling expenses|
UND is required to comply with NDCC 44-08-04 which states that “no elective or appointive officer, employee, representative, or agent of this state, or any of its subdivisions, agencies, bureaus, boards, or commissions, may willfully make claim upon, or willfully receive, any public funds for traveling expenses, while engaged upon public business, in an amount in excess of the allowed by law for such travel.”
If UND is paying for in-state travel for a non-UND employee and the individual is a North Dakota state employee (employed by another North Dakota state agency or university), the reimbursement rates are limited to the in-state travel rates. Previously, non-employees, including those employed by the state of North Dakota (non-UND employees) were reimbursed at non-employee travel rates.
Following are examples of these types of situations:
* An NDSU employee travels to UND for a business-related function and your department is reimbursing that person's mileage, lodging expenses and meals.
* A North Dakota Transportation Department employee presents a seminar on campus and your department reimburses that person for their travel expenses.
In both examples, the rates for mileage, lodging and meals are limited to the in-state reimbursement rates (similar to UND employee in-state reimbursement rates).
Effective Sept. 1, 2006, UND added a compliance acknowledgement to all vouchers and direct billing of lodging forms. When completing these forms, the department is required to check the box indicating whether the individual is a North Dakota state employee.
Please note that the account number to be used on vouchers and direct billing of lodging forms is 623200 - Non Employee Expenses.
Departments should obtain the most current version of the voucher and direct billing of lodging forms from the Accounting Services web site: http://www.und.edu/dept/accounts/forms.html (the date indicated behind the link is the last time the form was updated).
--Allison Peyton, Accounting Services.