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DELTA Employee Guide

DELTA Travel Tools

Travel tools to use whether you are traveling in Raleigh, to Reno, or to Rio Grande.

  • Travel Center > Update My Profile > Default Funding Source = 201004 DELTA Travel and Employee Training
  • If you are not able to enter 201004, contact the business office as all DELTA employees are given access to this project ID.
  • When traveling by air, you can claim mileage for getting to/from the airport. The most one can submit is 30 miles (when also claiming airport parking); 60 miles can be claimed if no parking is submitted. This is the distance NCSU has calculated for a round trip from station of work (NCSU campus) to the airport and back.
  • Baggage fees can be reimbursed. However the number of bags should be reasonable in relation to the business purpose. For example, if the number of bags checked exceeds 2, the purpose of the trip should justify the additional bags. Be sure to save the checked baggage original receipt and upload with your travel reimbursement.
  • Coupons or certificates for reduced air fare if acquired by a state employee while traveling on state business at state expense are the property of the state and should be used, to the extent possible, by the state employee on future state business trips.
  • Seating accommodations within the coach class section are allowable; For example, American Airlines’ Main Cabin Extra and Delta’s Comfort+ seating would fall within this category. Refer to this article for examples of various fares offered by airlines.
  • Employees traveling internationally on overseas flights may be reimbursed actual business class fare (substantiated by receipt) with prior approval of the department head or designee.
  • If comps are needed for flights AFTER the trip has occurred, refer to this document.
  • Lodging is allowable only for destinations at least 35 miles from the employee’s duty station or home, whichever is less, to the final travel destination.
  • When a lodging rate is more than $300, approval must be obtained in advance for the following reasons:
    • Employee is in a high cost area and the current allowance is insufficient to secure lodging
    • Cost of the excess lodging is less than the cost of lower cost lodging plus transportation charges
  • If excess daily lodging rate ($300) is claimed, documentation should be attached to the TA/TR to support that the rate claimed is within the prevailing lodging rate for reasonable accommodation; provide a link to the lodging accommodations provided on the conference website or screenshots of lodging estimations.
  • Excess lodging authorization is not allowed for reason of convenience or personal preference for the employee. The employee may exceed the part of the ceiling allocated for lodging without approval from the department head or his or her designee provided that the total lodging and food reimbursement does not exceed the maximum daily subsistence is not exceeded.
  • Third party lodging (AirBnB, VRBO) is reimbursable, but STRONGLY discouraged; the Pre-Approval for Third Party/Non-Commercial Lodging Form must be completed.  The form must be approved by the department head or designee and submitted to the University Controller’s Office for approval.
  • Employees may reserve a vehicle covered under State Term Contract 975B
  • If rentals are not available from Enterprise or National, you may rent outside the State Contract.
  • Must rent only a standard class vehicle, unless pre-approved by a department head (or pay the difference.)
  • NEVER add on any additional insurance options for the rental since sufficient insurance is already included per our state contract.  The employee will NOT be reimbursed for extra insurance if added.
  • Gas is reimbursable for a rental car only (not for a personal vehicle).  Must have actual receipts for the reimbursement.
  • Employee should always refuel the car themselves prior to returning the vehicle instead of paying the fuel option since this is most often the least expensive option.
  • For the Travel Authorization Travel Dates – Enter the dates that pertain to the business only portion of the trip. This will help ensure the correct estimation for per diem and lodging.
  • A university Pcard should not be used when purchasing your airline ticket since it will include personal travel UNLESS the amount is lower than what the airline ticket would cost for a business only trip. Along with your receipt, you will need to upload screenshots of flight prices for what would have been business only travel.  Be sure to choose flights that are comparable (i.e. approximately same departure and arrival times, departure or arrival days of the week.)
  • If you are planning to purchase the airfare and then get reimbursed, please upload screenshots of flight prices for what would have been business only travel.  Be sure to choose flights that are comparable (i.e. approximately same departure and arrival times, dates of the week.)  You will be reimbursed the lesser of the amounts so as to not put the additional expense on the university.
  • Taxi – Regular taxi or Uber/Lyft are allowable and can be used to/from home/airport or while at destination; tip is also reimbursable.  When using  Uber/Lyft, documentation of the pickup and drop off locations are required when completing your travel reimbursement
  • Tips for handling baggage at common carrier terminals and tips for the handling of baggage when arriving at or departing from the place of lodging can be claimed separately and must be itemized under the “Other Expense” section of the travel reimbursement form.
  • Reimbursable gratuity or tips must be considered reasonable for items that are not already covered under subsistence. Excessive tips will not be reimbursed. A reasonable tip would be one that a prudent person would give if traveling or conducting personal business and expending personal funds.
    • Airports
      • Baggage Handling/Skycaps: no more than $2 per bag
      • Shuttle Drivers: no more than $2 per bag
    • Parking/Auto Related
      • Valets: $2 per car when collecting the car
      • Taxi or car service drivers: no more than $5 per trip.
    • Lodging
      • Housekeeping tips are not allowed