Travel

All business travel must support the mission of the University of North Carolina at Chapel Hill, receive the appropriate approvals, and be carefully planned to ensure that expenditures are necessary and prudent, and that costs are held to a minimum. A University employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds.

Resources

• Quick Reference Guide
• Travel Checklist
• Travel Policies
• Combining Business Travel with Personal Travel
• Travel FAQs

Concur Expense

Concur is a new software program for pre-travel approval, travel booking and travel and business entertainment expense reimbursements. Purchases made on the new University Travel & Expense (T&E) Card will be reconciled in Concur Expense.

• Concur New User Checklist
• Concur Quick Start Mini Guidebook
• Concur Step by Step Guidebook
• Linking an Approved Request to an Expense Report

Travel and Expense (T&E) Card

The T&E Card is the preferred method of payment for employees to use when traveling on official University business and for business-related entertainment expenses.

• T&E Card Handbook
• When to use your T&E Card versus the P-Card
• T&E Card Expense Reconciliation

Set-Up

• Setting Up Your Concur Profile
• Setting Up a Default Approver
• Assigning a Personal Delegate

Reminders for Booking Air Travel

• Airfare purchases must be booked through the University travel program (i.e., Concur Travel, the agents at World Travel, Inc. or the agents at Anthony Travel for Carolina Athletics).
• Booking outside of the University travel program is only permissible when the traveler qualifies for an exception as outlined in Procedure 1501.3 on Air Travel.
  • If the traveler qualifies for an exception, documentation must be provided on their expense report to support their exception request. Please review Procedure 1501.3 on Air Travel for documentation requirements.
  • Outside bookings must be made using a personal credit card and submitted for reimbursement at the completion of the trip.
• Travelers should book nonrefundable fares in coach/economy/main cabin.
  • Refundable fares should only be booked when there is a high likelihood of the trip being canceled and the traveler is not likely to travel again in the next 12 months.
  • Upgraded cabin classes up to and including business class are permissible for intercontinental travel.
• When booking a combined trip for University business travel and personal travel, a cost comparison must be obtained at the time of booking to validate the cost difference.
• When non-University travelers are accompanying an employee on University business travel, their ticket may be booked by the agents at World Travel/Anthony Travel. The agent will book both tickets together and a personal credit card must be provided to pay for the non-University traveler’s ticket.