General
The purpose of this policy is to provide North Carolina Science Olympiad (NCSO) volunteers guidelines for all travel, transportation, allowances, and other expenses while traveling on NCSO business in order to assure proper management control over the commitment of funds for travel and compliance with policies regarding travel.

In general, expenditures are expected to be appropriate for a not-for-profit organization, to avoid any appearance of impropriety or personal benefit, and to be documented with receipts to satisfy audit and tax law requirements.

Policy
NCSO will follow state guidelines for reimbursement rates for meals and hotels. The current rates are as follows:

Because of budget constraints, it is the policy of NCSO to reimburse the hotel rate for in-state travel at the actual rate or at the allowable rate, whichever is less. No reimbursement for hotel will be made without an original hotel receipt. If the hotel will not honor the state rate, documentation/ justification for in-state excess may be submitted on a case-by-case basis. Because of higher hotel rates in other states, out-of-state hotel excess requests may be submitted for approval.

Daily Travel Subsistence (Not Overnight):
Allowances shall not be paid to volunteers for lunches if travel does not involve an overnight stay with the exception of lunches being part of a registration fee with no overnight stay.

To be eligible to claim breakfast and dinner, volunteers must comply with the following criteria:
1. Breakfast - depart home/work prior to 6:00 a.m. (Must show actual time of departure on reimbursement claim).
2. Dinner - arrive home/work after 8:00 p.m. (Must show actual time of arrival on reimbursement claim).
3. The travel must involve a travel destination located at least 60 miles from the employee's home/work.

Overnight Travel Subsistence:
Employees receive allowances for meals and lodging for full days of travel and for partial days (less than 24 hour period) when the partial day is the day of departure or the day of return and involves an overnight stay.

To be eligible for specified meals on partial travel days, the employee must comply with the following criteria:
1. Breakfast - depart home/work prior to 6:00 a.m. (Reimbursement form must show exact time of departure).
2. Lunch - depart home/work prior to 10:00 a.m. on day of departure.(Reimbursement form must show time of departure).
3. Dinner - return to duty station on day of return after 8:00 p.m. (Reimbursement form must indicate exact time of return).

Meals that are included in a registration fee or included in an airline ticket must not be claimed on a travel reimbursement form.

Personal Use of Automobile:
Personal cars may be used for NCSO business. When a volunteer uses his/her personal car, he/she will be reimbursed at the current standard IRS allowable mileage rate of $.505 per mile for trips. Mileage begins at the volunteer's work or from his/her home; whichever is closer to the destination.

Ground Transportation, Tolls and Parking:
NCSO will reimburse individuals for taxicab, shuttle or train trips associated with NCSO business, as well as tolls and parking charges for automobiles. Receipts must accompany such expenses.

Other Expenses:
An original receipt MUST accompany all expenses. We will not reimburse any expenses without an original receipt. Expense reimbursements must be submitted within 4 weeks of the occurrence of the expense. Any expense reimbursement received after this time will not be processed. These expenses may include materials bought for a workshop, regional food costs, and/or supplies for a state tournament event supervisor. Any expenses relating to airline travel and rental cars must be pre-approved by the NCSO.

Form:
The form below must be completed and received within 30 days to be reimbursed.

North Carolina Science Olympiad Reimbursement Form