Travel Information

CSAIED-REU Travel Information

The CSAIED-REU Site is held in Raleigh, North Carolina, at North Carolina State University. Anyone needing flights should land at RDU airport.

Dorm information: http://housing.ncsu.edu/

The remainder of the page explains procedures for travel reimbursements for participants and contains basic information about CSAIED-REU travel. CSAIED-REU participants should talk about potential travel with their project faculty and may email with any questions.

A. Definitions

1. Non-employee - Anyone who is not employed by the University but is on official state or university business whose expense is paid for by the University (includes expenses paid by sponsored research projects) and subject to state and university regulations.

2. Official State Business - defined in the State Budget Manual as occurring "when the state employee or other person is traveling to attend approved job-related training and/or work on behalf of, officially represent, or provide a state service upon the state’s request." (See DDD Letter dated 2/5/2008)

3. Reimbursable Travel - REU participants may be reimbursed for travel expenses "to attend a conference or present at a conference, at the University's request, that is not a part of an academic/course requirement." Such travel should serve to enhance the individual's participatory experience in the CSAIED-REU program. Travel reimbursement is subject to available funds, which will be determined no later than when the pre-travel authorization is submitted.

4. Relocation Supplement - A supplemental stipend offered to REU participants to help defray the costs of relocating to NC State University to participate in the CS and AI Education Research Experiences for Undergraduates program. The amount of this supplement is based on the participant's permanent address as provided on the W-9 form submitted with their acceptance documentation package. Note that this is not considered "reimbursable travel" as it occurs before and after the period of participation in the REU program. Relocation supplements for 2024 are:

   • $125 for in-state (NC) participants with a permanent address outside of Wake County.

   • $500 for out-of-state participants with a permanent address outside of North Carolina.

B. REU Travel Policies (University & Departmental)

1. Only the department head can authorize non-employee travel. In cases where the department head is unavailable for a period of time, the official responsible during that time for department operations may sign as the department head.

2. REU participants MUST be accompanied by a chaperone at all times.

   • Chaperone(s) MUST be NCSU employees. Currently, funded graduate RAs qualify.

   • Graduate RA chaperone(s) are acceptable during travel to/from the destination, but a faculty chaperone is required on-site at the destination for the duration of the REU's stay.

3. A full itinerary is required.

   • Common carrier (air, train, bus)

     • Carrier itinerary - flight/train/bus #'s, arrival/departure times & locations, etc.

     • Local transportation - to/from airport/station and hotel & between hotel/conference venue.

   • Driving

     • Use of a University vehicle is required for liability reasons. The use of personal vehicles (even by faculty) to transport REU participants will not be approved.

     • Driving routes (both directions), including planned stops at approximately 2-hour intervals.

     • Driver(s) MUST be NCSU employees and may not log more than 8 hours per day of driving time per person.

     • Drivers must provide a current copy of their driving record with the travel package for the Department Chair's approval.

     • While driving, a shared travel log must be maintained. A shared Google doc/spreadsheet is an ideal resource for this. Each log entry, beginning with the day's driving start location, should include:

       • Date & time.

       • Location (e.g., exit #, mile marker, city/town).

       • A note explaining the entry, e.g., start, rest stop, lunch, refueling.

   • Destination information

     • Hotel or other housing information, including a contact phone number.

     • Conference information, including a contact phone number.

4. University guidelines for non-employee travel.