Visitor/Guests Checklist
Travel Reimbursement Checklist: Ensure You're Covered for University Visits
- Initial Steps:
- If invited to the University, Terri Moss (tlmarti4@ncsu.edu) or Petya Redya (pdradey@ncsu.edu) will contact you with steps to get added to the system for travel reimbursement.
- You will be notified once you are successfully added to NCSU’s pay portal, Payment Works.
- Agenda Requirements:
- If an agenda is provided for your visit, you do not need to complete Form AP104 (NCSU’s travel authorization for non-employees). Go to step 4.
- If no agenda is provided, complete Form AP104 (see step 3) and submit it for approval.
- Form AP104 Submission:
- Complete form AP104 and email it to Terri Moss (tlmarti4@ncsu.edu) or Petya Redya (pdradey@ncsu.edu) for travel approval. (Email the same person who contacted you from step 1.
- Attach the following:
- If you selected “Yes” for non-resident alien status, email the tax specialist listed on AP104 and attach their response to your AP104.
- Attach the invitation email and specify the funding source provided by your invitee.
- Approval Notification:
- Wait for an email confirming AP104 approval before making any travel purchases.
- After Travel:
- Submit the Request for Reimbursement Form within 30 days of completing your travel.
- Complete the Meal Calculator Form:
- This form is also found in the Travel Reimbursement Requirements section of the Reimbursement Form.
- Upload the completed Meal Calculator Form along with your other receipts.
- Meal expenses are reimbursed based on per diem rates, so individual meal receipts are not required.
- Upload all receipts via the upload link provided on the form.
- Refer to the “Travel Reimbursement Form Guide” for help completing the reimbursement form.
- Additional Resources:
- Review the General Travel Information and Common Travel Expenses