Updated Travel and Cash Advance policies

Effective May 15, the University of North Dakota (UND) will implement updated travel and cash advance policies to facilitate a clearer understanding of travel requirements, ensure compliance, and maximize cost-efficiency across all university-sponsored travel. Whether traveling for research, collaboration, or professional development, these policies and procedures will impact how you plan, approve, and seek reimbursement for travel. While some programs (e.g., NCAA athletics and university directed study abroad programs) are governed by separate policies, all other institutional travel must adhere the requirements outlined in the updated documents.

Key Highlights

• Mandatory Pre-Approval: Obtain approval for all travel before making arrangements. Local trips may only require informal preapproval, while overnight or international travel requires formal approval.
• 60-Day Reimbursement Rule: Submit all reimbursement requests within 60 calendar days of returning from travel. Requests submitted after this period may be taxed or denied.
• Lodging Restrictions: Stay within established lodging rate caps unless you provide justification. Use hotels that provide itemized receipts and avoid third-party booking sites (e.g., Airbnb, Expedia).
• Airfare Guidance: Changeable or refundable fares are allowed. Reimbursements are not permitted for upgrades or flights bought with personal miles or points. Follow Fly America Act requirements for air travel paid with federal funds.
• International Travel Requirements: Register travel with the Office of Safety and submit travel to UND’s export control manager for evaluation at least 3 weeks before departure.
• Adding Personal Days to UND-paid travel: Document at the time of booking and with your reimbursement request that UND is only covering university-related travel expenses.
• Supplier-Sponsored Events: Employees with purchasing influence must have UND cover travel expenses to avoid conflicts of interest.
• Non-Employee Travel Options: UND may (pre)pay travel expenses for students or guests, but does not allow cash advances for non-employees. Reimbursements will be issued after travel completion, subject to the same rate limits and receipt rules as employees.
• Remote Employee Business Travel: Travel to UND may qualify as business travel; reimbursement policies still apply. Review your remote work agreement for specifics.
• Cash Advance Eligibility: Only UND employees are eligible for cash advances. However UND employees may act as custodians for cash advances for non-employees (e.g., student groups).
• Cash Advance Reconciliation: Submit a full accounting of expenses within 30 days of the travel or activity.

Please contact und.pps@und.edu with any travel or cash advance policy questions.