Argomenti trattati
Updated May 4, 2026: This concise manual explains how to handle travel connected to the department, from pre-trip approvals to final reimbursement. The document covers procedures for different traveler groups — faculty, staff, post-docs, students, temporary employees, and guests — and clarifies which payment methods and forms apply. Wherever the text references a specific process, it points to the official steps (for example, procedures 1501.3 through 1501.7 and Policy 1263). If you need help at any stage, send questions and documents to [email protected] and work with the Business Services Coordinator, Shakia Risby, for Concur submissions.
Think of the workflow as three phases: approval, travel, and wrap-up. Before you travel you must secure prior authorization and generate a Travel ID in Concur. During travel, use the correct payment method—T&E card, P-Card, or out-of-pocket (OOP)—depending on your status. After travel, assemble receipts and submit expenses within 30 days. The guide below breaks these steps into practical actions with special notes on airfare, lodging, meals, ground transportation, and reimbursement.
Start every trip by submitting a Travel Request. That request creates a Travel ID which the Business Services Coordinator will enter in Concur on your behalf; this is the formal pre-travel approval required for trips involving airfare, lodging, or per diem. Conference registrations and professional dues can be placed on the department T&E card or P-Card when authorized; do not use personal cards for registrations that should be department-funded. Reconcile P-Card and T&E transactions within 30 days and send receipts and the Pcard/T&E Card Receipt Form to [email protected].
Airfare rules and exceptions
All airline tickets must be booked through World Travel unless a recognized exception exists (for example, unavailable university fares or demonstrable cost savings). If you purchase with a personal card, expect reimbursement only after travel and include a cost comparison. To justify a non-University purchase, provide an exact-itinerary comparison from Concur/WTI/Anthony dated on or before the purchase date; required savings are at least $25 for domestic and $100 for international fares. If travel is grant-funded and a foreign carrier is used, complete the Fly America Act Waiver.
On the road: lodging, meals, and ground transport
Lodging can be charged to an approved T&E card or paid OOP and reimbursed later; students may use a faculty member’s T&E card when traveling together or a P-Card if preapproved. Third-party rentals (Airbnb/VRBO) require a Non-Hotel Lodging Authorization Request and supporting documentation such as two hotel price comparisons and a signed lease before you pay any deposit. Always save the folio or itemized receipt for submission. Group stays require Group Travel Request Form 1501.6.2f.
Meals and per diem
Meal reimbursement is limited to overnight travel and follows the per diem system: per diem rates include tax and tip, with 75% allowed for the travel start and end dates. Purchase meals with personal funds and submit claims; do not use the T&E card for per diem meals. Only meals not provided by a conference or host are eligible. If alcohol is charged on a T&E card, allocate it properly per Policy 1263.
Ground transport, rentals, and special rules
For daily commuting or local trips use personal car mileage or taxis/rideshares as appropriate. When claiming miles, include origin, destination, and a screenshot map for verification. The IRS mileage rate effective Jan. 1, 2026 is 72.5 cents per mile: full rate applies for round trips up to 350 miles; beyond 350 miles, reimbursement is at 50% of the full rate. Rental cars may be authorized when public transportation is infeasible; students are not eligible to rent. Keep rental and fuel receipts and justify the choice over transit.
After travel: expense reports, receipts, and advances
Submit reimbursements either through self-service Concur expense reports or by sending a completed Travel Reimbursement Request form to [email protected]. Attach itemized receipts and transaction screenshots; if receipts are lost, follow the rules: up to $20 requires an explanation memo, over $20 requires the Missing Receipt Affidavit (Form 1252.3.1f). Reimbursement requests must be filed within 30 days of your return. Travel advances are available for lodging, meals, and ground transportation—contact Latasha Mingo or Shakia Risby to arrange one.
International travel and students
International travel needs extra approvals. Download and attach the International Travel Approval form (updated September 2026) with signatures from designated approvers; for undergraduate groups outside formal study abroad, register students in HeelsAbroad and complete Faculty Program Director Health & Safety training in Carolina Talent. Graduate students must submit a Rapid Admin Service Request (RASR) and obtain layered approvals; contact Meredith Bryson ([email protected]) for RASR access issues. Keep the fully signed approval in your Concur request.