Written by Fran Lawrence.

The Third-Party Lodging process is now fully automated as part of the Travel Authorization (TA) in the Travel Center. Implemented as part of the Research Administration and Support Services (RASS) project, and in alignment with the University Controller’s Office (UConO) priority initiatives, this marks a significant step forward in improving efficiency, transparency and compliance within the university’s travel procedures. 

The Changes

With the new process, there’s no longer a separate pre-approval needed from UConO. Instead, travelers will provide all necessary details directly in the TA, including:

• names and TA numbers of anyone sharing lodging
• rental agreement
• full property address
• detailed breakdown of all costs, including taxes and fees
• a justification if cost savings to the university aren’t evident

Consistent with all TAs, UConO does not review this information. Therefore, departmental approvers play a pivotal role in this electronic workflow for the TA approval. The approval responsibilities extend beyond approving requests; they are charged with reviewing each third-party lodging submission to ensure accuracy, completeness and compliance with university policy. 

Once the TA is approved, third-party lodging appears as a distinct line item in the travel reimbursement. 

This improved process underscores the university’s commitment to responsible stewardship of resources and the consistent, fair handling of non-commercial lodging requests. In addition, a fully electronic process allows for an intuitive and streamlined experience by providing clear instructions and automated calculations that help both travelers and approvers maintain compliance with all applicable policies.

Where to Learn More

This new process has been updated in the Travel Manual. As always, our team is here to support you. If you have any questions or concerns, please don’t hesitate to contact us at UniversityPayables@ncsu.edu.