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To:  Deans, Directors and Department Chairs

From:  Martha J. Pendergrass
Director, Material and Disbursement Services

Date:  February 18, 2008

Effective April 1, 2008, a new standard form will be part of the documentation required to substantiate travel by non-employee students.  The new substantiation requirement is part of the Office of State Budget and Management’s new student travel policy.

General Policy

Students who are not employed by the University in some capacity must have a signed agreement that documents the required official state business purpose of the trip and the University’s commitment to reimburse.

Facilitation of Policy

To facilitate this policy, Web Travel has been modified to alert the travel form preparer (at time of authorization) that the PID number entered belongs to a non-employed student.  The alert message provides a link to the agreement that can be downloaded, filled out and printed for signatures, and then faxed into the system with other supporting documentation.

Please contact Pat Tayloe, Operational Manager for Disbursement Services, at 919-843-5098 or with questions regarding the changes.

cc: Business Managers’ listserv

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