How to be Reimbursed for Work Related Travel Expenses

Travel reimbursements and arrangements are governed by UNC policy and are managed by the UNC Travel Office for UNC employees and by the SOG Business Office for SOG Services employees. Read below for more information.

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Travel for UNC Employees

Travel for UNC Employees

The UNC Travel Guide provides an overview of processes for most University business travel. For detailed information and guidance on booking travel, submitting travel reimbursements, using the Concur Travel system, understanding university policy, and more, please visit the Travel Office Web Page.

CONCUR

Concur is the University of North Carolina at Chapel Hill’s software program for pre-travel approval, travel booking and travel and business entertainment expense reimbursements. In addition, purchases made on the University Travel & Expense (T&E) Card should be reconciled in Concur Expense.

Note: Students and Guest Travelers do not use Concur. Travel will be processed through Web Travel with the assistance of the Business Office (using CABS for air travel). Web Travel and ConnectCarolina until further notice. See more on student and guest travel here.

To access Concur, click here, and login through single sign-on. Alternatively, users may also access Concur via a link in ConnectCarolina .

Concur Reminders & Tips

Naming Convention: To assist us with tracking and reporting, we ask that all requests and expense reports in Concur use the following naming convention:

[Last Name], [First Initial] [Travel Date] [Purpose and/or Destination]
Note: there is a 32-character limit. Feel free to abbreviate to fit as much as you can.

Chartfield Strings: We appreciate your patience and understanding when we have follow-up questions about your travel, as we do our best to make sure that all travel is coded properly. In most cases, you do not need to provide or complete the chartfield string information portion of requests or expense reports in Concur. We do ask that you give us as much information as possible in the comments of your request to help us know the purpose of the trip and whether there is any external funding being used to support the travel. This could include the name of the course or program, whether or not there is an associated service agreement or grant, gift funding, professorship funds, etc.
Walkme Virtual Assistant: the Travel Office has recently expanded the Walkme Virtual Assistant tool to better assist you in completing your travel requests and expense reports. Learn more here.
Are you struggling with errors and alerts? You’re not alone. Before you get frustrated or spend hours battling with Concur, please reach out to Hector Rodriguez via Teams or email, or plan to join our weekly travel support sessions held every Wednesday at 3pm.
Approval:

Please be sure to set up your Concur profile to set your default approver. For staff, please set up your supervisor as your default approver; for faculty, we will route your approvals based on the nature of your trip/expense.
All travel requests are approved at the SOG level by your supervisor and the business office. We strive to approve or otherwise respond to all requests within 2 days of receipt; however, if you have an urgent need to book travel, please do not hesitate to let us know and we will approve your request as soon as possible.
Expense reports are first approved by the SOG and are then submitted to the UNC Travel office for review and approval. Expense reports may take 4-6 weeks to be approved by the Travel Team. We will do our best to alert the travel team when there is an urgent need for the reimbursement to be processed quickly.

PRE-TRAVEL APPROVAL

Submit a travel request in Concur for all overnight travel at least 30 days ahead of time. Pre-approval is not required for day trips.
No travel request for day trips (mileages and/or parking reimbursement only). No per-diems for day trips.
A travel request is not required for non-travel related expenses (business meals), but the expense report will still be routed to your supervisor for approval.

BOOKING TRAVEL

GROUND TRAVEL | Vehicles

The University encourages using a state-owned vehicle or vehicle leased through a state contract. If a vehicle is not available, travelers should use the least expensive method of transportation available to meet their business needs.
Rental vehicles should be reserved through the State's contract with Enterprise:

Reservations may be made online, via Concur Travel, or directly with the agents at World Travel by email uncch_travel@worldtravelinc.com or by phone at 877-602-4950.
Book directly by contacting Enterprise and using the code NC53E02 to get university rate. Charge the expense to your T&E Card or university direct bill if you don't have a T&E card, or pay out of pocket and submit the receipt for reimbursement.
Save your gas and parking receipts for reconciliation if using your T&E card or for reimbursement through Concur

If a personal vehicle is used, see the Travel Allowances, Mileage and Per Diem Rates web page for mileage reimbursement rates.

Save your parking receipts for reconciliation of T&E Card expenses or reimbursement.

REGISTRATION | Conferences and Continued Learning

Charge to T&E Card or departmental P-Card.
Optional activities not included in conference registration are NOT reimbursable.
Save the agenda in case asked to provide this documentation to the Travel Office

LODGING | Hotels

Overnight loding may only be booked if location is +35 miles from traveler's home.
Travelers are encouraged to take advantage of negotiated lodging rates, when available, for example special conference rates. If the traveler does not have access to negotiated lodging rates, they are encouraged to book online via Concur Travel or directly with the agents at World Travel, Inc.
Book on T&E Card. Check with the business office for direct billing whenever possible.
Guidance on allowable rates, including high-cost cities, can be found in Procedure 1502.1.
Save itemized receipt “Folio” and submit when trip is completed.

Even if lodging is sponsored by another organization and there is no direct charge to you, you should still include a $0 lodging expense in your Travel Request along with a brief explanation of why you will not be expensing lodging to the University (for example, the conference organizer paid for the room on your behalf).

LODGING | Third Party Vendors (e.g., Airbnb, VRBO)

Requires pre-travel authorization. Learn more on our Third Party Lodging page.
Once approved, the traveler is responsible for booking accommodation and signing the lease.

AUTHORIZED TRAVEL AGENCY

World Travel, Inc. supports all travel reservations made online via Concur Travel as well as reservations made directly with their designated team of agents.
World Travel, Inc. 877.602.4950 Outside the US: 484.948.2535 uncch_travel@worldtravelinc.com

REIMBURSEMENTS OF OUT OF POCKET EXPENSES

All travel expenses should be booked using a T&E card, if available.

If booking or other expenses must be placed on a personal credit card, reimbursements will be processed through the Concur Travel system.
Keep itemized receipts and submit reimbursements within 30 days of completing trip.
Lost receipts can only be reimbursed up to $20 with explanation memo or lost receipt affidavit
Submit conference agenda, if applicable, with reimbursement request to ensure refund approval.
See the UNC policy on travel and business expenses for more information and for a list of non-allowable expenses

Reimbursements for Meals:

The University uses per diem rates set by the US General Services Administration (GSA).
Rates depend on the date and location of travel.
Use the Travel Allowance Wizard to apply the Travel allowance in your expense report on Concur.

Reimbursement cutoff:
To comply with IRS rules, the University will enforce a firm cutoff for how long employees are able to request reimbursement for business expenses, including travel. Learn more here.

Requests must be submitted within 60 days of the trip end date to be eligible for reimbursement and for the reimbursement to be non-taxable.
Requests submitted after 60 days will be reimbursed but may be taxable.
Requests submitted 180 days or more after the expense is incurred will not be reimbursed.

PERSONAL MILEAGE LIMITS

Mileage is reimbursed according to the University's Procedure 1501.4 on Ground Transportation Expenses including Mileage Rates.

When driving a personal vehicle for business purposes, mileage will be reimbursed as follows:

Mileage up to 350 miles (round-trip) will be reimbursed at the full IRS rate (the rate is determined in Concur).

Mileage which exceeds 350 miles (round-trip) will be reimbursed at the full IRS rate for the first 350 miles and reimbursed at 50 percent (50%) of the full IRS rate for all miles over 350.
Mileage which exceeds 750 miles (round-trip) will require that the traveler provide a comparable round-trip, economy class airfare ticket quote from Concur or World Tarvel, Inc. obtained at least 21 days prior to the trip.

If the airfare cost is more economical than the mileage reimbursement, the traveler will only be reimbursed up to the cost of the airfare ticket.
Exceptions may apply if there is a valid business need to drive to a destination instead of flying.

Mileage reimbursements for Data Collectors will be reimbursed at the full IRS rate, regardless of the number of miles driven.

When entering mileage on a Travel Request in Concur, travelers should enter their round-trip mileage as one expense. This will allow the system to notify them of the reimbursement changes listed above.

If you have any questions, please contact Travel Services at travel_team@unc.edu.

COMBINING UNIVERSITY BUSINESS TRAVEL WITH PERSONAL TRAVEL

Travelers who wish to combin personal travel with a business trip may do so, but must follow special instructions when booking travel and submitting reimbursement requests. Reach out to the Business Office for assistance, or read below for guidance on common scenarios:

Extended Trips for Personal Days of Travel or Additional Destinations:

Obtain a quote from Concur Travel/World Travel for your trip as if you were simply traveling for your business dates/destinations of travel. This documentation will need to be maintained and included with your Expense Report in Concur. See Creating a Cost Comparison for Airfare in Concur Travel QRC for help with this process.
Obtain the cost from Concur Travel/World Travel for your desired itinerary. If the desired itinerary is the same price or is less expensive, you’re all set! If the desired itinerary is more expensive, however, then you will be responsible for the difference in price from the quote obtained above.
Any difference in price which is owed to the university will be repaid during the Expense Report process in Concur.

Airfare Which Includes Non-University Travelers:

Please contact World Travel directly at 877-602-4950 or via email at uncch_travel@worldtravelinc.com. They will book all travelers together and be able to process separate forms of payment for the non-UNC travelers.
When reserving lodging for a trip which includes non-university travelers, you may be interested in booking larger or alternative lodging to accommodate the number of travelers. The University is only responsible for the cost of lodging at a single-occupancy rate. Similar to the airfare requirements above, you will need to obtain a cost comparison at the time of booking showing the cost of equivalent, single-occupancy lodging. Any difference in cost for larger or alternative accommodations will be the responsibility of the traveler.
On the Request Header in Concur, please be sure to answer Yes if the trip includes personal travel and provide the dates of personal travel as well.

The University should not incur any increase in cost for travel which combines University Business Travel with Personal Travel. Please be sure to only request reimbursement for your Business Travel expenses on the Expense Report in Concur. If expenses are paid on your T&E Card which need to be repaid in part or in whole, you will utilize the “Non-reimbursable/Personal” expense type to reconcile these transactions.

INTERNATIONAL TRAVEL

Approval: All the international travel needs to be approved by the Dean; please fill the International Travel Approval Form and attach it to your travel request on Concur.
Insurance: Health insurance is required for international travel. Please fill in the Insurance Roster and email it with International Travel Approval form to Hector Rodriguez (harodri@sog.unc.edu). The Business Office will submit the forms to the Risk Management team, and they will update you as the request is reviewed and approved. For any questions, please contact Janet Hoernke (janet_hoernke@unc.edu) from the Risk Management Team.

TRAVEL FOR STUDENTS, FELLOWS, GUESTS OR JOB CANDIDATES

In some cases, a UNC employee may wish to pay for travel expenses on behalf of a student, guest, or job candidate when those individuals are traveling on behalf of the University.

Use the Paying for Travel Expenses by Traveler Type chart to determine which form of payment should be used based on the expense type and the person traveling on behalf of the University.
Travel and Expense (T&E) Cards may only be used to pay for the accountholder’s travel expenses; except in limited circumstances for student as noted in the chart.
Students should fill the Travel Form for Student after their travel, the staff can submit the travel form to the ticketing system for the students.

For Non-UNC Employee Travel reimbursements, such as reimbursements for job candidates, guests or independent contractors, please see here.

SOG SERVICES EMPLOYEE TRAVEL

Policy and Process: When traveling for business purposes, SOG Services employees should follow the steps outlined in the SOGS Travel Policy to make a travel request, pay for travel expenses, and request reimbursement for any out-of-pocket expenses.

Reimbursements: Request reimbursement using the SOG Services Travel Reimbursement Request Form: SOGS Travel Expense Form

Note on Ground Travel: SOG Services employees are not eligible to drive state vehicles, but can take advantage of the University's discount with Enterprise. Rental vehicles can be booked directly with Enterprise. Book with code NC53E02 to get university rate.

More Infomation & Resources

Access the Concur Travel System and training resources
How to use the Travel & Expense Card
Travel & Expense Card vs Pcard
Paying for Travel Expenses by Traveler Type
Travel Form for Students
Review UNC's Travel Policies
Request help from the SOG Business Office
Linking an Approved Travel Request to an Expense Report
Utilizing the Travel Allowance Wizard
Questions or need personal assistance on Concur? Please come to our Travel/Concur Help Session at 3pm on Wednesdays or contact Hector Rodriguez at harodri@sog.unc.edu

TRAVEL FAQs

How do I login to Concur?

You can login to Concur directly via this link, or access it through ConnectCarolina via the link on your dashboard. You will login with your onyen username and password. All active faculty and staff automatically have access to Concur.

How do I download the Concur mobile app?

Search for the SAP Concur Mobile app on your smartphone. You can submit travel requests, book travel, and submit expense reports for reimbursement using the mobile app, and it allows you to scan receipts while you’re on the go. Do not make your own account. You must access the app using your Oneyn, and your username will be ONYEN@unc.edu. See the Concur Mobile set up guide for more information.

Is pre-approval for business travel required?

Travel that involves an overnight stay and associated per diem, hotel/lodging, or airfare expenses requires pre-approval within Concur. As soon as you know the details of your trip, you should submit a travel request in Concur. Approvals are routed internally within the SOG, and we will strive to approve travel requests as soon as we are able. If you have an urgent request that requires approval, please reach out to us via email so that we can review and approve your request as soon as possible. The pre-approval requirement is being implemented to enable the University to meet requirements of the State of North Carolina.

Travel that does not require an overnight stay, i.e. mileage only requests, does not require pre-approval. In other words, if you are simply driving to an off campus meeting, and the trip does not require overnight travel, you do not need to submit a travel request. After your travel is complete, please submit a reimbursement request with the details of your trip in Concur. You can submit mileage reimbursement requests in batches (weekly or monthly), if desired.

When employees are traveling on a trip that includes both University business travel and personal elements, who confirms the nature of the travel as business?

The employee’s supervisor or designated department person confirms travel as being business in nature.

How do I document my manager’s confirmation that the trip is primarily for business?

The employee’s supervisor or designated department person should include their approval in the comments section in Concur Request. If your department has an established travel form that shows managerial approval, that form may be uploaded into Concur Request as an attachment.

What should I include in my justification of the business need of this trip?

Describe the purchase: What was it? Why was it needed? For whom was the purchase made?
Benefit: How did the purchase benefit the University?
Funding source: Is there dedicated funding for the expense (i.e. for a course, agreement, gift, or grant)? Or is it a general business expense?
Avoid jargon and acronyms: Would an outside observer understand the terminology and acronyms used?
Prudent person test: Is this expense ordinary and necessary for the business purpose? Does this expense represent a departure from our normal, established practices? Would a prudent person be able to understand and justify the expense?

If I am traveling on behalf of another department, what steps should I take to make sure I am reimbursed properly?

Please reach out to the department that requested you to travel on their behalf. Faculty and Staff will enter the department ID for the reimbursing department on their Expense Report Header to ensure proper routing of workflow and approvals.

Can you give an example of a third-party expense?

If someone attends a conference in which the vendor has paid for airfare, hotel and meals, this is considered a third-party expense and therefore, the traveler cannot also be reimbursed for airfare, hotel or receive a per diem from UNC, as it is already being paid for by the outside party.

How do I book travel?

Concur is designed to make booking travel reservations, including airfare, rental cars, and lodging, simple. The site functions very similarly to a travel site like Travelocity and will allow you to search multiple options to find the solutions that best meet your needs.

If you have a T&E card: all travel expenses booked in Concur will be charged directly to your T&E card.
If you do not have a T&E card: you will charge the airfare and rental car to the University’s direct bill card that is prepopulated in Concur so that you can avoid incurring the cost on your personal card. You can also contact World Travel Inc to book your airfare on your behalf. Other expenses, like lodging, can be reserved on your personal credit card and added to your reimbursement request within Concur.

Who is the University travel agent, and how do I contact them?

World Travel, Inc is the sole travel agency for UNC. For simple travel (domestic airfare, lodging, etc.) you can search and book online using Concur (this functions similar to a site like Travelocity). If you would like help making your reservations, or for more complex travel (international, traveling with a group, or traveling with a companion who is not a UNC employee), please call or email World Travel at: 877-602-4950 or uncch_travel@worldtravelinc.com

Can I use my personal credit card for travel expenses?

If you have a T&E card, you are required to use it for all travel expenses. If you do not have a T&E card, airfare and rental car are direct bill booked in Concur, but you will need to use a personal card to pay for lodging, parking, etc. These expenses can be added to Concur when you submit your reimbursement request/expense report.

When should I use the T&E card versus the P-card?

Please see this helpful guide on when to use your T&E Card versus the P-Card. Some items, like conference registrations and professional development dues, can be charged to either card.

How do per diem and mileage reimbursements work?

The process for per diem and mileage reimbursements is largely the same as before, but you will enter the reimbursement request directly in Concur. See the UNC Travel website for the latest per diem and mileage rates.

I am driving my personal vehicle on university business, how do I calculate my mileage reimbursement?

Please visit Travel Allowances, Mileage and Per Diem Rates for current reimbursement rates.

How do I submit mileage for multiple-day trips?

See 1501.4 – Procedure on Ground Transportation Expenses Including Mileage Rates.

I am at a conference and have other business meetings, can I rent a car?

University travelers should use the least expensive method of ground transportation to meet their business needs. If the traveler chooses to rent a car, they may be asked to provide a justification that the total cost of the rental (including parking, gas, tolls, etc.) was less expensive than alternative options. Please visit 1501.4 – Procedure on Ground Transportation Expenses Including Mileage Rates for additional information.

If I am staying on-site at the conference hotel, can I be reimbursed for ground transportation expenses (i.e. rental, ride share, taxi, etc..) for non-business excursions away from the hotel?

No, these are personal expenses and will not be reimbursed without a written justification to explain the benefit the University derived from the expense.

When I rent a car within the United States, should I add on any of the optional insurance offered by the rental car company?

No, as a University employee, you are covered by the State’s master policy. Additional insurance costs are strictly prohibited by state regulation.

Do the meal per diems apply to out-of-country travel?

The answer depends upon the funding source. If the trip is to be paid from State-appropriated or Facilities and Administrative funds, the maximum per diem amount allowed for meals is set by the University (see Travel Allowances, Mileage and Per Diem Rates). Trips funded by discretionary funds are reimbursed at the out-of-state per diem rate. Some federal contracts and grants allow meal reimbursement based on the U.S. State Department allowances.

Do meal per diems include the tip?

Yes.

Are we allowed meal reimbursement for day trips?

No. Meal per diem is only allowed when the travel requires an overnight stay.

Can we receive meal per diem if the conference or workshop provides meals?

No. University employees cannot be reimbursed for meals that are paid for or provided by a conference, workshop, or seminar.

May I claim my actual expense for meals if I keep my receipts?

No, meal expense is an allowance and may not exceed the per diem amounts as determined by the NC General Assembly.

Why does the OSBM publish a lodging allowance?

To inform all employees of the State what the State will cover for their lodging. All employees should request State rate when reserving lodging. If it is not possible to obtain clean, safe lodging within a reasonable proximity of the business site, an exception will be made and the entire receipt will be reimbursed with appropriate written justification. See 1501.5 – Procedure on Per Diem Rates under Excess Lodging Expenses.

How do we submit a student travel request?

Complete the Student Non-Employee Travel Agreement and submit it to the appropriate card office (P-Card or T&E Card) to request permission to use the payment card for student travel costs.

The conference is offering sightseeing tours of areas of interest at a huge discount if I include the payment with my registration fee. May I pay for this on my T&E Card or Departmental P-Card?

No. These are personal expenses and will have to be paid for with your personal funds.

May I pay for my own conference registration and seek reimbursement afterward?

As per 1501.2 – Procedure on Travel Advances, employees should either pay on their T&E Card, work with their department to pay via P-Card or pay the vendor directly if the vendor is set up in Accounts Payable. Employees must provide a justification for paying with their own monies if they wish to receive a reimbursement for the costs for the registration.

What if I am leaving from or returning to an airport other than the one closest to my primary workstation?

You will need to submit both the actual cost of the airfare plus any additional transportation costs required to/from travel to the airport and the comparable airfare which is closest to your duty station. The University will pay the lesser.

If I book a flight outside of the University’s Authorized Travel Agencies, can I be reimbursed booking fees?

Booking outside of the University’s Authorized Travel Agencies is only permitted in limited circumstances, as outlined in 1501.3 – Procedure on Air Travel. If a traveler qualifies for an exception, outside agency booking fees will only be allowed in limited circumstances.

Can I book a bundled package of flight, hotel, and transportation?

It is recommended that you book them separately. If you do choose to purchase a bundled package, make sure the details are itemized and the receipt reflects how much the flight, hotel or transportation cost separately.

How are fees charged by commercial airlines reimbursed?

Fees charged by commercial airlines, including baggage fees, main cabin seats within the coach class section, or airport service charges are allowable charges and may be paid/reimbursed as a part of air transportation expenses. However, the number of bags should be reasonable in relation to the business purpose. For example, if the number of bags checked exceeds two (2), the purpose of the trip should justify the additional bags. Other fees, such as early/priority boarding or extra leg room are personal and will not be reimbursed.

If a flight is canceled and the traveler used personal frequent flyer miles, can I get the amount reimbursed?

No. If personal frequent flyer miles are used to purchase a flight, the fare is not reimbursable if the flight is canceled. We recommend booking with the University’s Authorized Travel Agency instead of using personal frequent flyer miles.

Is economy plus, main cabin plus, premium economy, or preferred seating allowed?

No, UNC will only reimburse main cabin; all other preferred seating will be considered as personal charges.

I have a medical condition that causes me extreme discomfort when I sit for long periods. May I be reimbursed for upgraded airfare?

Travelers may request a medical accommodation through the University’s Equal Opportunity and Compliance Office (EOC). The request must be presented prior to travel and, on average, the request will take approximately 30 days to complete. If approved, the EOC will provide the employee with an accommodation notice detailing the approved accommodation. Questions regarding the accommodation process may be sent to accommodations@unc.edu.

If I am traveling out of the country can I upgrade my seats?

All intercontinental travel is eligible for cabin class upgrades, up to and including Business Class airfare. All flight segments may be upgraded if the final flight destination is to a different continent. As a reminder, the continent of North America includes the United States, Canada, Mexico and the Caribbean. Non-stop flights which exceed 8 hours in duration may also be upgraded, up to and including Business Class Airfare.

My flight was canceled, and the airline company would only give me credit for a future flight. Can I have the University reimburse me?

Yes, but the traveler must use the credit toward a future university business trip. When flights are booked through the University’s Authorized Travel Agency, they will assist with managing the credit provided by the airline.

How soon should I submit the reimbursement request/expense report after travel?

You should submit the expense report within 30 days of the last day of your trip.

Who is eligible for a T&E card, and how do I get one?

All permanent, full time employees of UNC are eligible for a T&E card. They are required for frequent travelers. If you travel infrequently, but would still like a card, please contact the business office and we will submit the request on your behalf.

How soon will I receive reimbursement once an expense report is submitted?

Approvals may take up to three weeks, but once your request is approved both at the SOG and by the UNC Travel office, you can expect to receive the funds within one week. The funds will be deposited via ACH to the same bank account that your payroll is deposited into.

Office of Business and Finance