How to Arrange University Travel and Lodging

University travel requires appropriate authorization and must follow applicable reimbursement and purchasing requirements.

Before Traveling

Complete the required travel authorization before university-related travel.

For questions about travel expenses, reimbursement, or allowable charges, contact the Business Coordinator.

Lodging Within North Dakota

When traveling within North Dakota:

1. Request the applicable state rate from the hotel.
2. Determine how the hotel will be paid.

If You Pay for the Hotel Personally

The room must qualify for the state rate.

You personally are not tax exempt, so the hotel may charge applicable taxes. Those taxes do not need to be removed simply because the travel is university business.

If the Hotel Is Paid by P-Card

The lodging purchase must be handled as a tax-exempt university purchase in addition to meeting applicable lodging-rate requirements.

Having the School Arrange Lodging

Jacoba Iverson handles hotel arrangements purchased by the School.

Contact Jacoba as early as possible and provide complete travel information. Hotel arrangements involve multiple purchasing and accounting requirements, so additional lead time helps avoid reimbursement or compliance problems.

Questions or Problems During Travel

Contact the Business Coordinator if questions arise about travel expenses or reimbursement requirements.