There are several things to remember when you are traveling abroad with your laptop, phone or mobile device. You have to assume that you may lose or have your device stolen, or have it compromised. This includes data loss, data being stolen, and possibly bringing back viruses or trojans to campus upon your return. Preparation is key to protect both you and the university.<\/p>\n
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Traveling Internationally for <\/span>Work <\/span> <\/svg> <\/span><\/span><\/a> <\/li>\n\n\n\n Personal <\/span>Travel <\/span> <\/svg> <\/span><\/span><\/a> <\/li>\n\n\n\n Traveling to High-Risk Countries <\/span>(China) <\/span> <\/svg> <\/span><\/span><\/a> <\/li>\n\n\n\n Recommendations for <\/span>Laptops <\/span> <\/svg> <\/span><\/span><\/a> <\/li>\n\n\n\n Recommendations for Mobile <\/span>Devices <\/span> <\/svg> <\/span><\/span><\/a> <\/li>\n\n\n\n What to do when something is <\/span>stolen <\/span> <\/svg> <\/span><\/span><\/a> <\/li>\n\n\n\n FAQ: Searches of Personal Electronic <\/span>Devices <\/span> <\/svg> <\/span><\/span><\/a> <\/li>\n<\/div><\/ul>\n\n\n\nNote:<\/strong> If your personally-owned mobile device has university-data on it (like your phone having your @ncsu.edu email sync’d to it), then this data applies to that device as well since that data on it is university-owned.<\/p>\n\n\n\nTravel Authorizations<\/h2>\n\n\n\nEmployees (Faculty, Staff, and Postdocs)<\/h3>\n\n\n\n Enter authorizations in advance of the business trip and before any expenses are incurred<\/p>\n\n\n\n
Non-employees (Visitors and Students)<\/h3>\n\n\n\n Fill out paper form AP104<\/a> and have it signed by the non-employee and department or unit head. This should be included with P-Card receipts for expenses paid directly by the University and a reimbursement processed through the Travel Center<\/p>\n\n\n\nBlanket Authorizations<\/h3>\n\n\n\n For travel on a routine or repeating basis for similar activities<\/p>\n\n\n\n
May not exceed a period of a year, but can be renewed on an annual basis<\/p>\n\n\n\n
Travel Advances<\/h2>\n\n\n\n Issued from non-state funds <\/strong>for employees, visitors, and students when a P-Card cannot be used and one<\/strong> of the following conditions exists:<\/p>\n\n\n\nTrip exceeds 30 days<\/li> Trip is for out of country travel<\/li> A visitor, student or volunteer whose travel exceeds $50<\/li> Group travel<\/li><\/ul>\n\n\n\nEmployees<\/strong> fill out AP102 and AP103 to request and reconcile the advance.<\/p>\n\n\n\nNon-employees<\/strong> fill out AP104 and AP105.<\/p>\n\n\n\nAdvances to temporary employees, visitors, and students require a cosigner. If the advance is not reconciled and overage repaid, the cosigner will be responsible for repaying the advance.<\/p>\n\n\n\n
Airfare<\/h2>\n\n\n\n Transportation limited to Coach, but Business Class permitted on international, overseas flights<\/strong> Upgrades beyond these limitations must be paid for by the employee.<\/p>\n\n\n\nIf the flight was purchased by the traveler, remove upgrades from the reimbursement. If these are not separate line items on the receipt, the traveler MUST submit documentation of the upgraded flight to substantiate purchase AND print out the cost of the SAME FLIGHT at coach fare to substantiate the amount of the reimbursement<\/p>\n\n\n\n
Traveler\u2019s insurance is not permitted or reimbursable<\/p>\n\n\n\n
Change fees are permitted with documented business purpose<\/strong>. Include in the Comments section, or on the receipt.<\/p>\n\n\n\nLodging \u2013 Commercial Establishments<\/h2>\n\n\n\n For Commercial Establishments, the following information must be on the receipt: name and address of establishment, traveler\u2019s name, travel dates, room rate and taxes, total of expenses incurred, and reflect payment was made (zero balance).<\/p>\n\n\n\n
The most complete receipt is the one received upon checkout.<\/p>\n\n\n\n
If booked via a third party site (Travelocity, Expedia), their receipt may be accepted provided it includes all information above.<\/p>\n\n\n\n
Other permissible travel expenses (internet, parking) should be separated out from the room rate and taxes and charged to the correct account code if paid by P-Card or put on a separate line in the reimbursement.<\/p>\n\n\n\n
Non permissible expenses should not go on the P-Card and should be deducted from a reimbursement (food).<\/p>\n\n\n\n