Please visit the NC State Employees Manual for the most current travel and transportation policy information.
Travel Authorization and Reimbursement
- RMPE Travel Authorization Form
- Travel Reimbursements cannot be submitted without an approved Travel Authorization on file. You MUST submit a Travel Authorization (for you and/or students) prior to travel.
- Travel Authorization Forms must be completed for university-related travel for faculty, staff or students.
- Completed Travel Authorization Forms must be submitted to the Chair's Office at least 3 weeks prior to travel.
- Your Chrome River travel request must be fully approved prior to any expenses (ie. airfare, conference registration, etc.) being paid. You will receive an email once your request is fully approved.
- ASU Motor Pool and RMPE vehicle requests are completed online in addition to the Travel Authorization Form.
- If requesting a vehicle, complete Travel Authorization and Vehicle Request Forms as early as possible.
- Completed Travel Reimbursement Forms and receipts must be submitted to the Chair's Office within 25 days of travel end date.
- Reimbursement Forms will not be processed if there is not an approved Travel Authorization on file.
- Lunch: not reimbursed for lunch on one day trips.
- Breakfast: must leave by 6am to be reimbursed for breakfast on the day leaving.
- Dinner: must return after 8 pm in order to be reimbursed for dinner on the day returning
- Receipts: save and submit all receipts (except food receipts). All receipts must show the method of payment.
- Hotel receipts (NOT an online pre-paid receipt) must show all charges and show a $0 balance due.
- Registration and airline fees paid personally must include a detailed receipt.
- International travel - Please review the Procedure for requesting approval for international travel for university-sponsored travel
Student Travel
Any student travel outside of Boone requiring an overnight stay outside of Watauga County necessitates the collection of certain information by the Office of the Dean of Students for emergency contact purposes. Faculty and/or Staff taking students on field trips or other excursions need to provide the Office of the Dean of Students with a list of student participants before any class trip. This list is solely for informational purposes, enabling the University to determine the identities of participants in the event of an emergency. Providing such a list does not trigger insurance coverage of any kind.
Requested Information
- Primary and Secondary contact information (Name, Phone, Email, and Banner ID)
- Departure date and approximate departure time
- Return date and approximate time of return
- Destination
- Detailed itinerary
- List of participants
Please email this information to the Office of Student Affairs
Trip Planning and Supervision
- ASU faculty and staff supervising students on field trips or other excursions need to provide to the RMPE Chair's Office and the appropriate Program Director a completed copy of the RMPE Travel Plan at least 2 weeks prior to the travel begin date.
- In the event a trip includes multiple supervisors, only the trip leader needs to complete and submit the travel plan.
- A first aid kit and completed medical information forms for all trip participants (including leaders) should accompany all trips traveling more than 1 hour from definitive care.
Trip Supervision Policy
- Industry standards should be followed at all times.
- Outdoor Adventure Activities within One Hour of Definitive Care:
- Requires supervision by an ASU employee.
- Outdoor Adventure Activities More than One Hour from Definitive Care:
- Requires supervision by two ASU employees OR 1 ASU employee and a contracted professional(s).
- One leader must hold a current CPR certification and a current medical training license/ certification at the Wilderness First Responder or higher level. (e.g., EMT/Paramedic/Physician).
- First aid kit containing completed medical forms.
Travel Fees for Students
- Any travel requiring students to pay fees requires an account to be established through the Office of Conference and Camp Services (OCCS). To establish the account, OCCS must be contacted by the faculty member coordinating the travel.
- OCCS contact: Amy Sanders (sandersaa@appstate.edu or 828.262.3045) or Krista White (whitekr@appstate.edu or 828.262.3045).
- OCCS will establish an account for each course/trip and post access to trip information and registration on the OCCS website.
- Once the trip account is established, OCCS is authorized to receive student payments via check or credit card.
- The day before the travel is to begin, a roster of students, with contact and emergency information and payment status will be emailed to the faculty member leading the trip. The trip leader may not accept late payment from any student on the day of travel.
- OCCS is available to help faculty plan trips, develop budgets and provide other related services.