All employee expense reimbursements must be processed online in the Travel & Expense module. The log in credentials are the same as your NDUS credentials. Below is the user guide help documentation, if you have any questions please contact the Business Office at 845-7237. Travel & Expense Module Log In  

Lodging In-state rate Out-of-state rate 12 midnight to 6am $99.00 plus applicable taxes as of October 1, 2024 Actual Cost Exceptions: Williams, Mountrail, and McKenzie counties see ND Per Diem Rate Meals In-state Out-of-state Must leave by 7am/Return by 6am $9.00 20% of daily rate Must leave by 1pm/Return by 12pm $14.00 30% of daily rate Must leave by 7pm/Return by 6pm $22.00 50% of daily rate Mileage In-state Out-of-state as of 1/1/2024 current state fleet rate $.67 per mile within 300 mile radius of ND border ***Note: round trip max 600 miles reimbursable at this rate $.18 per mile beyond 300 miles of ND border For more information on reimbursable items see the ND Legislative Century Code Outside ND Per Diem Rates Outside 48 Contiguous States Per Diem Rates For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu

 Employee Travel Advances are used when employees travel and need and advance for meals & lodging. To request an advance submit an Employee Travel Advance worksheet along with a Request for Payment payable to the employee, a few days prior to the expected travel. In accordance with North Dakota Century Code 44-08-04.2 any state agency shall advance at the request of the agency head for employees of that agency funds to be used for payment of meal and lodging expenses incurred while the official or employee is traveling on official business of this state, provided that such travel must be planned to be in excess of five days per month, whether or not consecutive, and provided that the funds advanced do not exceed eighty percent of estimated expenses for the period. Travel advances must be approved by the chief executive officer or a designee of the agency involved. Funds advanced for meals and lodging under this section must be accounted for as required under section 44-08-04 travel. To Request an Advance Complete an Employee Travel Advance Worksheet - per diem rates and lodging rates based on travel quarters and locations are still applicable to an advance Complete a Voucher (Request for Payment) payable to the employee and code it with the proper meals and lodging account codes Attach the Employee Travel Advance Worksheet as documentation for the Voucher and retain a second copy for later Submit to the Business Office for payment For more information, please contact: VCSU Business Office 701.845.7232 business.office@vcsu.edu

Vehicle Rate Per Mile Mini Van $0.95 Full-size Van/ Pickup $0.90 Car $0.46 VCSU State Fleet Vehicles are requested through Facilities Services, if you have any questions regarding a reservation call 845-7710, 845-7705 or 845-7701. Click here to reserve a State Fleet Vehicle

 The State of North Dakota now has a Vehicle Rental Agreement that can be used when renting a vehicle for state business. The established contracts are with Enterprise and Hertz/National. Collision damage waivers (property) and liability are now included in the rates. Because of this contract, the State can utilize reduced rental rates PLUS damage waiver (property) (full coverage with $0 deductible) and liability coverage up to $1M. This vehicle rental agreement is not to be used for non-University groups and organizations conducting other than state business. State agencies must use State Fleet vehicles for travel WITHIN state or ORIGINATING WITHIN the state (some exceptions may apply- contact the Facilities Services Office for more information).

Travel advances can be requested for student and team travel. To request an advance, submit a Request for Payment payable to the Coach or Instructor, a few days prior to your expected departure. Upon return from travel, the coach or instructor will complete either a Student Travel Meal Advance Report (if the advance was for 'per diem' meals only) or a Student Travel Advance Expense Report. The Student Travel Advance Expense Report must be accompanied with original itemized receipts. Any cash in excess of detailed expenses and the applicable report are due in the Business Office the day following your return. Use account code 521105 for all student related expenses (will use only if it's student specific) Use account code 521103 for all team travel expenses (including coaches). Coaches and Instructors will need to claim their 'per diem' meals on an Employee Travel Report. When making purchases for student/team travel on the VCSU Purchasing Card Make purchases as necessary for travel Retain charge slip and original itemized receipts for documentation. (The charge slip from the credit card system is not acceptable alone.) Code Purchasing Card transactions with appropriate accounting chart fields on the purchasing card envelope. Use account code 521105 for all student related expenses (will use only if it's student specific) Use account code 521103 for all team travel expenses (including coaches).

Below are the forms to be used by non-employees when traveling on behalf of VCSU or for university purposes. The mileage rate was updated as of 1/1/2025 please be sure you use the proper form.