New Digital Travel Advance Process
The University Controller’s Office has moved the travel advance process to a fully digital experience through the Travel Center, making it more transparent, efficient and user-friendly. Requests and reconciliations are now handled directly in the system, eliminating separate forms and simplifying steps.
Advances are charged to the project listed on the Travel Authorization. Departments must monitor balances and ensure timely settlement after travel. To show what was covered by the advance versus the out-of-pocket expenses, travelers will enter expenses using two new fields: “Paid from Advance” and “Reimburse Me.” The system calculates any remaining balance automatically, helping reduce errors, streamline reconciliation and ensure accurate documentation of travel funds and expenses.
The Travel Manual has been updated to reflect these improvements, particularly the Travel Advances section and the instructions for how to Enter a Travel Authorization for an Employee.
Updated Subsistence Rates
Effective July 1, 2025, the Office of State Budget and Management (OSBM) increased the per diem subsistence rates for in-state and out-of-state travel. The new rates of subsistence per day for travel-related expenses are reflected in the Travel Manual section 3.1 Subsistence Allowance Rates.
Travel Tips: Renting a Car
Need to rent a car? Here’s are a few important tips when booking through Enterprise or National Car Rental under the State Term Contract 975B:
Travel Authorization
- Select the “Rental Vehicles” checkbox in the Special Authorizations section of the Travel Authorization
- Ensure Travel Authorizations are fully approved prior to booking a rental vehicle.
When to Use Rental Vehicles
- Rental vehicles may be used only with prior approval from a department head or designee.
- Rentals are for official university business only—personal use is not authorized.
Booking a Rental Vehicle
- Using the university’s direct bill account? Complete the State Term Contract Direct Bill Reservation Request in the State Term Contract Vehicle Rentals page.
- Using a PCard or personal credit card? Visit Enterprise and National Reservation Portal.
- Do not purchase rental insurance! State employees are covered under the state auto insurance program.
- Renting a higher cost vehicle class without prior approval may result in the employee covering the cost difference.
Reimbursement and Documentation
Upload an itemized receipt if requesting a reimbursement.
For policy details, visit the University Controller’s Office website or the Travel Manual.
Need Furniture? Try Correction Enterprises
Correction Enterprises has a Raleigh showroom, which is open Monday through Friday from 7:30 a.m. to 4 p.m.
State Contract Suppliers
Explore North Carolina Statewide Term Contracts. No additional bidding is required for purchases from state contract suppliers.
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