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CNR Internal Resources

Travel

Any questions regarding travel should be directed to the administrative staff member assigned to your unit. Otherwise, contact DFER_Travel@NCSU.edu. If it is your first time traveling and/or your trip is long or logistically complicated, it is highly recommended to meet with FER business staff ahead of time. At bare minimum, consult the FER Travel Guide before traveling.

Most Important Rules

  • Travel Authorizations (TA) should be submitted at least 1 week prior to your trip, and travel purchases should not be made until it is fully approved.
  • Travel Reimbursements (TR) should be submitted within 30 days of returning from a trip.
  • Any student traveling internationally should complete an International Travel Gateway enrollment with the Study Abroad office at least 4 weeks prior to my travel. Enrollment in the gateway will also enroll students in mandatory International Health Insurance. Contact Intl_gateway@ncsu.edu with questions.
    • Students enrolled for NCSU sponsored study abroad trips will automatically be enrolled and registered for International Health Insurance.
  • Save all receipts while in travel status.
    • Exceptions: (1) Per diem meal expenses, (2) Gas and maintenance expenses when using a personal vehicle, (3) Expenses related to personal travel

Travel Resources 

  • Consult the FER Travel Guide for step by step TA/TR checklists, travel tips/best practices, and documentation templates.
  • TA Checklist – Checklist to consult before submitting your travel authorization.
  • TR Checklist – Checklist to consult before submitting your travel reimbursement.
  • Travel System Tips – General tips to consider when traveling and when completing forms within MyPack Portal.
  • Travel FAQ – Running list of questions asked by travelers and answered by staff members.
  • Expenses by Day Template – Template that can be used to summarize expenses by day. This is recommended for long and/or complicated travel.
  • Itinerary Template – Template for creating a travel itinerary. A travel itinerary is required for all non-conference travel.
  • Flight Comparison Instructions – Instructions for creating a flight comparison document, which is required when taking personal time during travel.
  • Mileage Map Instructions – Instructions for creating a mileage map, which is required when claiming personal mileage reimbursement.
  • Currency Conversion Instructions – Instructions for currency conversion documentation required for expenses in a foreign currency.

Vehicle Use

Driving Eligibility Requirements 

Reserving and Returning an FER Vehicle

Reservations

  • FER has the following vehicles available on a first come-first service basis:
    • Three 4WD Trucks
    • Four 15-passenger Vans
    • One 12-passenger Van
  • The current rental rate is $49.00 per day and rate of 29 cents per mile up to the maximum.
  • When reserving a vehicle, please use the vehicle reservation form and provide the required information. If you’re unsure of what project ID number to use, consult your supervisor/PI.

Vehicle Pickup

  • If the request is accepted, you will be notified and given instructions to pick up the keys.  You will be provided with zipper pouch containing the following items:
    • Vehicle Keys
    • Vehicle Registration
    • Insurance Information
    • Mileage Form
    • Vehicle Condition Form
    • WEX Fuel Card
    • Instructions on what to in the event of an accident 
  • Pickup Location
    • If renting a truck, your vehicle will be available (unless Sydna says otherwise) on Level 4 of the West Parking Deck on Varsity Drive, on the south side of the deck (nearest Western Blvd.). 
    • If renting a van, your vehicle will be available (unless Sydna says otherwise) in the Armory Lot, at the corner of Western Boulevard and Dan Allen Drive.

Returns

  • Top off the fuel tank and complete mileage form. 
  • Remove all belongings and trash from the vehicle and clean the exterior/interior of the truck if needed.
    1. The NCSU Fleet Services Car Wash (automatic and manual) and Vacuum Facilities are available for use Monday – Friday: 7:30am – 3:00pm. Access these by using the red fob on the key rings. Located here.
  • Fill out the Vehicle Condition Form
  • Park the vehicle where you picked it up (either the West Parking Deck [trucks] or the Armory Lot [vans]).
  • Return key bags to the wall safe outside Jordan 3136.

Refilling Gas when using an FER Vehicle

Always return your vehicle with a full tank.

NCSU Fleet Services Gas Station

  • When possible, fill up using the station at NCSU Fleet Services (open 24hr 7 days/week) as gas prices are significantly cheaper.  
  • When filling up at Fleet Services:
  1. Use the red fob on the keychain to turn on the pumps. 
  2. Enter the odometer reading into the middle pump and follow the prompts to turn on the gas pump.  
  3. Record the number of gallons pumped on the Mileage Form.
  4. The gas expense will be billed to the project ID submitted in the vehicle request form. 

WEX Gas Cards

  • NCSU uses WEX gas cards (abbreviation stands for Wright Express). The WEX cards work at essentially any gas station (view participating stations). 
  • Save all gas station receipts and return them in the blue bag with the vehicle keys. The gas expense will be billed to the project ID submitted in the vehicle request form. 
  • A WEX card will be provided at the time of vehicle key pick up. To use the WEX card:
  1. Swipe it like a credit card
  2. Enter the current mileage of the vehicle based on the odometer  (no tenths of miles)
  3. Enter the PIN code/ Driver ID (will come with each vehicle set of keys)
  4. Fill up!
  5. Record the total gallons and total cost on your mileage form.

Other Vehicle Rental Options

  • Vehicles can be rented from NCSU Fleet Services.
  • Vehicles can also be rented from Enterprise or National through the State Term Contract 975B. Use of other rental companies is not permitted unless there are availability issues.

A personal car can be used and mileage can be reimbursed ($0.67/mile) through the NCSU Travel System.