Faculty/Staff Travel
Deadlines:
- All airfare or T&E card charges must be reconciled within 30 days of the expense, even if you have to submit multiple reports for one trip or file a report before the trip itself.
- All out-of-pocket expenses must be filed within 30 days of the end of the trip.
- After 60 days, it will be considered taxable income.
- After 180 days, you will not be reimbursed.
- All airfare or T&E card charges must be reconciled within 30 days of the expense, even if you have to submit multiple reports for one trip or file a report before the trip itself.
- All out-of-pocket expenses must be filed within 30 days of the end of the trip.
- After 60 days, it will be considered taxable income.
- After 180 days, you will not be reimbursed.
The Basics
- All permanent employee travel goes through Concur.
- You will create your own requests and expense reports.
- You are responsible for making your own bookings and other travel arrangements. See Before the Trip.
- Make sure to get receipts for everything (except meals). Credit card statements will be rejected.
Things to Keep in Mind
- When you create a request or expense report, please include your last name, the conference name/destination, and the beginning trip date.
- Planning to include personal travel?
- If it changes the dates of your trip in any way (such as leaving a day early or arriving a day late), you must include a cost comparison for airfare/train/etc. (These instructions are for a different purpose; rather than using the same dates, you would generate a comparison using the flight you would take if personal travel were not involved.)
- Lodging and meals for personal travel will not be covered.
- See “Personal Travel” in the Procedure on Pre-Travel Authorization.
- Items like supplies, local hiring, etc are usually not considered travel expenses. See the section on cash advances under purchasing.
- Full-time permanent employees may apply for a Travel and Expense card. This is a corporate Visa card that can only be used for travel and business entertainment.
- Don’t assume you’ll be paid back for a non-standard expense; please ask your travel contact.
- Do not pay for someone else’s travel expenses. UNC will not reimburse you.
Instructions
Before the Trip
After the Trip
Policies, Forms, and Manuals
Contacts
If you need help, please contact the appropriate person below:
| Group | Contact | |
|---|---|---|
| COFIRES / Characklis Lab | Deb Simone | dsimone@unc.edu |
| ESE | Robin Whitley | robin_whitley@unc.edu |
| IEHS / Fry Lab (includes all Superfund travel) | Deb Simone | dsimone@unc.edu |
| OSHERC/NIOSH training grant (Nylander-French) | Julie Myers | jmaness@unc.edu |
| Water Institute | Robin Whitley/TBD | robin_whitley@unc.edu |
Travel Agency
World Travel – If you plan to book a flight via email or phone, please use their Travel Request Form. This will save you time in the long run.
