LRSC will comply with LRSC Policy 400.06, NDUS Procedure 806.1, SBHE Policy 806.1, OMB Policies 502-521, NDCC Chapter 44-08, and NDCC Chapter 54-06. These policies and procedures provide for reimbursement of employee, non-employee, and students expenses incurred while attending business on behalf of LRSC.
Requests for travel expense reimbursement for employees will be submitted using the expense report in the PeopleSoft Finance Travel and Expense module. Requests for travel expense reimbursement for non-employees and students will be submitted using the Voucher Payment Form. For assistance submitting an expense report, reference the Travel and Expense Fluid User Guide.
All travel requires supervisor approval. This approval is evidenced by the supervisor’s approval of the expense report (employees) or the Voucher Payment Form (non-employees and students). International travel requests must be approved in writing by the President no less than ten days prior to the departure date.
Employees should use a state fleet vehicle whenever possible. If a state fleet vehicle is available, but the employee chooses to use a privately-owned vehicle (POV), mileage reimbursement will be at the rate in effect at the time of travel for the Sedan/Wagon vehicle category listed on the North Dakota Department of Transportation State Fleet Services Rental Rates schedule. The current rate is $0.43 per mile.
NDDOT State Fleet Rates 12-1-24 to Current
NDDOT State Fleet Rates 9-1-24 to 11-30-24
NDDOT State Fleet Rates 7-1-24 to 8-31-24
NDDOT State Fleet Rates 4-1-24 to 6-30-24
For special circumstances listed below, and with preapproval from the supervisor, the reimbursement rate will be the POV mileage reimbursement rate established by the U.S. General Services Administration (GSA). The justification for the approval must be included with the employee’s travel expense reimbursement request. The current rate is $0.67 per mile.
U.S. GSA POV Rate 1-1-24 to Current
- A request for a State Fleet vehicle was received at least one week prior to the planned travel date and it was determined by LRSC that no State Fleet vehicle would be available, or
- LRSC has determined that the provision of a State Fleet vehicle is not generally feasible where the employee is physically located, or
- Permission has been granted by the employee’s supervisor due to unique circumstances.
When a POV is used, miles to and from the destination city, plus 5 miles per day, will be the only reimbursable miles.
When an employee drives a state fleet vehicle, the State's liability coverage is primary, should an accident occur. If an employee drives a personal vehicle on state business, the employee's personal insurance is primary. If an employee must drive a personal vehicle because no state fleet vehicles are available, then the State would have primary responsibility.
Where more than one state employee travels in the same POV, only one claim may be made for mileage reimbursement. That claim must be made by the owner or lessee of the car.
Mileage allowances are assumed to be the total operating costs for vehicles. No additional amounts will be reimbursed to employees for personal items such as parking or traffic tickets, vehicle repairs, or any other normal recurring automobile expenses.
Meal reimbursement is allowed if the travel is for four hours or more or if overnight travel is required. Meal reimbursement will be at the per diem rate in effect at the time of travel established by NDCC Chapter 44-08-04 and OMB Policy 505. Receipts are not required if the employee is receiving the per-diem meal rate.
Per diem rates are determined by quarters of a day. Employees will not be reimbursed for the first quarter if travel begins after 7am. To claim expenses for the second and third quarters, the employee must have been in travel status one hour before the start of the quarter being claimed, and travel status must extend at least one hour into the quarter being claimed.
In-State Meal Per Diem Rates:
| Meal | Travel Time | Amount |
| Breakfast, 1st Quarter | 6am to 12pm, must be in travel by 7am | $9.00 |
| Lunch, 2nd Quarter | 12pm to 6pm, must be in travel by 11am and return no earlier than 1pm | $14.00 |
| Dinner, 3rd Quarter | 6pm to 12am, must be in travel by 5pm and return no earlier than 7pm | $22.00 |
Out-of-State Meal Per Diem Rates:
The GSA Daily Rate varies by state and is published online: click here, select the fiscal year, click on the state in the map, scroll down to 'Meals & Incidental Expenses (M&IE) rates and breakdown', find the rates for the primary destination in the table. If your primary destination is not found, use the standard rate, which is $59.00.
| Meal | Travel Time | Amount |
| Breakfast, 1st Quarter | 6am to 12pm, must be in travel by 7am | 20% of GSA Daily Rate |
| Lunch, 2nd Quarter | 12pm to 6pm, must be in travel by 11am and return no earlier than 1pm | 30% of GSA Daily Rate |
| Dinner, 3rd Quarter | 6pm to 12am, must be in travel by 5pm and return no earlier than 7pm | 50% of GSA Daily Rate |
Per IRS publication 5137, section 98, the meal reimbursement is taxable if the employee is not on an overnight trip. The employee will be reimbursed the full per diem rate, and the taxes will be withheld through the payroll system during the next payroll cycle.
If meals are included as part of a registration fee and the employee personally paid for the registration fee, the employee should be reimbursed for the entire registration fee. The employee will then not be able to claim the per diem reimbursement for that meal.
Employees may not claim per diem for the first quarter when a complimentary breakfast is provided as part of a meeting, conference, or hotel stay. Whenever practical, employees should choose a hotel that offers the state rate while also providing a complimentary breakfast.
Complimentary breakfast means hot food (including at least one protein) prepared for immediate consumption and/or prepared to order. Continental breakfast items traditionally consisting of ready to eat pastries, cereal, fruit, and/or microwavable sandwiches, do not constitute a provided breakfast.
Employees should use a purchasing card to purchase lodging whenever possible. Receipts are required for all lodging expenses.
In-State Lodging: The maximum allowable lodging expense is ninety percent of the GSA rate for lodging in North Dakota plus applicable state and local taxes. This is commonly referred to as “state rate”. Effective October 1, 2024, the current rate is $99.00 ($110 x 90%). The GSA will update their rates periodically during the biennium and the maximum amount that can be reimbursed to an employee will also change at that time.
If the state rate is not available, employees must provide documentation of three lodging quotes from hotels in the area. This documentation should occur prior to the travel occurring and should include the name and address of the hotels contacted, the dates and times of contact, and the quoted rate. If the employee does not provide documentation of three lodging quotes, they will be personally responsible for paying the difference between the state rate and the actual cost incurred.
Out-of-State Lodging: The maximum allowable lodging expense is the actual lodging expense.
When two or more state employees share lodging accommodations, the actual cost of the room must be split evenly, and each must have a separate receipt.
When a state employee is accompanied by an individual not eligible for reimbursement (a spouse or traveling companion), the state employee must have the lodging establishment clearly certify the room rate for a single person and only that amount may be claimed.
Employees should use a purchasing card to purchase airline tickets whenever possible. Receipts are required for all air travel expenses. Employees are expected to choose the least costly airfare that meets the business needs of the institution. Frequent flyer miles, coupons, or credits that are used to purchase an airline ticket will not be reimbursed as they are not considered part of the actual cost of the flight. LRSC will reimburse for the first piece of luggage. A fee for a second piece of luggage is only reimbursed with written approval from the supervisor, such as equipment required to be transported when presenting at a conference.
Car rentals are discouraged unless their cost effectiveness is self-evident. LRSC will pay for car rental if the use of the vehicle is sufficient to justify that mode of travel. OMB Policy 518 details the procedures for car rental, including the requirement of using a state contract that includes insurance and damage waiver as part of the base rental rate. Exceptions to this requirement are also detailed in the policy. Additional insurance is not reimbursed.
Reimbursement may be requested for such necessary miscellaneous travel expenses as business telephone calls, car rental, gas for car rental, parking fees, registration fees, rideshare fare, taxi fare, tips (not to exceed $5 per tip), and toll fees. All miscellaneous travel expenses claimed for reimbursement must be individually identified with a detailed explanation. Receipts are required for all miscellaneous travel expenses exceeding $10.00. Examples of non-reimbursable expenses include food and drink, entertainment, late check-out charges, laundry, and parking tickets or other traffic tickets.
Employees may receive advance payment of meals and lodging expenses if such travel is more than five days per month, whether consecutive or not. The funds advanced cannot exceed eighty percent of estimated expenses for the period. If travel advance is needed, written approval from the supervisor must be received at least ten days prior to the departure date.
LRSC will compare lodging, food, and airline transactions from the purchasing card each month and review against employee expense reports to monitor for duplicate travel-related expenses.