Helpful Hints for ChE Graduate Students

Travel Reminder: Travel Authorization Form
Travel Reminder: Car Insurance
Travel Reminder: Reimbursements
Travel Change: Mileage Reimbursement and Vehicle Rates
Travel Change: New Airline Rules (for Non-refundable tickets)

How to Create an E-mail Alias
How to apply for Direct Deposit

Travel Reminder: Travel Authorization Form

Before leaving for a conference, a Travel Authorization Form (from Courtney Smith in the Main Office :o) must be filled out and signed before you leave.

If a travel authorization form is not filled out before you leave, NC State insurance will not cover you for any accidents that occur during your travels.

Travel Reminder: Car Insurance

Hi everyone!

Just a quick reminder to anyone who may be traveling by rental car this year. Please remember if you get a rental car you need to turn down any supplemental insurance or anything like a collision damage waiver.

The University will not reimburse this expense because if you are on University business and get into an accident you are covered by the state's insurance.

Please do not accept any sort of supplemental coverage, we cannot reimburse you for it!

Thanks and happy traveling,
Courtney

Travel Reminder: Reimbursements

Hi everyone!

Here are a couple of reminders before everyone jets (or drives) off to conferences:

Make sure you fill out a travel authorization and have it signed by your PI or Dr. Kilpatrick before you leave.
Keep all receipts, except for meals, these are reimbursed at a per diem rate of $31.50.
Make sure all receipts have a zero balance. (especially your hotel bill!!)
Do not turn in to me any items that we have prepaid (i.e. airfare or conference fees). I do not need these receipts.

Thank you and happy traveling!
Courtney

Travel Change: Mileage Reimbursement and Vehicle Rates

The Office of State Budget and Management has revised the mileage reimbursement rate for employees. Effective immediately for new travel, mileage will be reimbursed at the rate of $.22 per mile when a state-owned vehicle is available and an employee chooses to use his/her own vehicle. The employee will be reimbursed at the current IRS rate of $.36 per mile when a state-owned vehicle is not available.

To request a motor pool vehicle or determine availability, the traveler can access the motor pool website at http://www.ncsu.edu/facilities/services/motor.htm and complete an Online Reservation form. If no state-owned vehicle is available, a form will be faxed to the traveler certifying that no state-owned vehicle is available. The Motor Pool form must be attached to the travel reimbursement as verification to receive the IRS rate.

The mileage rate change has been updated in the web travel system. Effective May 14, 2003, the system will default to the $.22 per mile reimbursement rate. A check box has been added to the system to allow identification that no state-owned vehicle was available. If the traveler has received the Motor Pool form indicating that no state-owned vehicle was available, then he/she may check this box to receive the IRS rate of $.36.

Finally, the rental rate for all classes of state-owned vehicles has been reduced by $.01 per mile to help with budget concerns.

If you have any questions, please contact Kim Kelley at 515-7132 or Barbara Dupree at 515-7489.

Travel Change: New Airline Rules (for Non-refundable tickets)

We at Custom Travel appreciate your business, and want to advise you of some current changes you may not be aware of concerning air travel.

First and foremost, your airline ticket can only be voided within 24 hours after ticketing. This is a new airline rule not Custom Travel's rule.
Custom Travel still allows tickets to be issued using voucher numbers. You do not have to use your personal credit card. The voucher number must be called in to Custom Travel within 24 hours of booking the reservation in order to hold the arranged schedule and price.
If your bookkeeper is unavailable or People Soft is down and there is not a way to obtain this voucher number, a copy of your faxed itinerary must be faxed back to us with a signature of the Department Head or Bookkeeper stating ?this will be paid by NCSU.
We have email if you prefer this means of communication to request flight information: 1)custom.pat@wspan.com 2)custom.lisa@wspan.com 3)custom.lisag@wspan.com 4)custom.beth@wspan.com
Airline tickets now have no value if the new reservation is not made by 11:59PM the day you are supposed to travel. Custom Travel's hours are 8:30AM-530PM, or you may call the airlines. The airlines still charge $100.00 to change the reservation plus Custom Travel?s fee is $30.00.
Stand by: Most airlines charge to stand by: this can only be done the day of a ticketed flight. Some airlines only allow this within a two-hour window. It is advisable to check with the airlines before you arrive early at the airport.

Thank you - Pat Brown, Lisa Ward, Lisa Gibson, Beth Collins

Custom Travel
5107 Falls of Neuse Rd
Raleigh NC 27609
919 872 4420/800 458 6765
custom.travel@wspan.com

How to Create an E-mail Alias

Here is the pdf file
More information can be found in the ITD website on E-mail Alias.

How to apply for Direct Deposit

Please print out this form, fill it out and hand it to Courtney Smith in the Main Office (Riddick 113).

Return to the ChE Graduate Student Website