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Office of Business and Finance

HOW TO REIMBURSE A NON-UNC EMPLOYEE FOR TRAVEL EXPENSES

Overview: When a non-employee travels, all receipts of expenses incurred during travel should be submitted via ticketing system. Meals and mileage are reimbursed at rates established by the University.

Step by Step Process:

After travel is completed, within 10 days:

1. Collect travel receipts from the non-employee.

2. Collect additional information from the non-employee, which includes:

  ⃣    Travel Expense Reimbursement form

  ⃣    IRS Form W-9

  ⃣    HUB Form

3. Submit all receipts and forms via the Business Office Ticketing System. In the description area of your ticket, please provide any additional relevant details or special requests. The ticket should also include the appropriate Course Code, Program Code, or Project ID related to the event.

Once the Business Office has received the request and paperwork, within 2 business days we will:

  1. Review the paperwork for completeness and accuracy and let you know if any additional information is needed.

Within 5 business days we will:

  1. Enter travel reimbursement into the University System for reimbursement.
  2. Once approved by the University, the traveler will receive payment directly to his or her bank account.

More Information: