Travel Disclosures and Procedures

Step 1: Submit Your Travel Request

Prior Authorization: Obtain pre-travel approval by submitting a Travel Request for all travel which includes airfare, lodging, and/or meal per diem, ground transportation. Even if the trip is being covered by the conference or sponsor, please still submit the request.

Note: This request is sent directly to the Business Services Coordinator, Shakia Risby, and she will submit the travel request in Concur on your behalf to approve.

Step 2: Reserve Your Conference Registration

Conference Registration fees and Professional Business-Related Membership Dues may be paid on the T&E card. These transactions need to be reconciled within 30 days of the transaction date. Please send all receipts and Pcard/T&E Card Receipt Form to BCBPacctg@med.unc.edu.

Non-T&E Card holders should contact BCBPacctg@med.unc.edu  for use of the department P-Card.

Note: Do not pay Dues or Registration on a personal credit card and expect reimbursement.

Step 3: Book Your Airfare

• You may call WorldTravel directly to book your travel. Include your Travel ID from Concur or you can work directly with Shakia Risby to book your travel.
• Travel Request does not need to be approved before calling WorldTravel, but a Travel ID does need to be generated.
• Purchases made using a personal credit card can be reimbursed only after the trip. Include a comparison quote with the expense report.
• Personal travel is not reimbursed. For combined business and personal travel, a cost comparison is required.
• Use T&E Card or Direct Bill Card to purchase your ticket.
• If a guest is traveling with you, call WorldTravel and use your personal card for the guest’s airfare.
• These transactions need to be reconciled within 30 days of the transaction date. Please send all receipts and Pcard/T&E Card Receipt Form to BCBPacctg@med.unc.edu

All airfare MUST be booked through World Travel unless one of the following exceptions exists:

1. Fare is not available through the University travel program (e.g., international in-country travel, remote travel).
2. Significant cost savings are demonstrated:

• Obtain a cost comparison from Concur/WTI/Anthony dated on or before the purchase date. Comparison must be for the exact itinerary – same travel dates, times, routes, airline(s), and class of service as the planned purchase.
• Savings must be at least $25 for domestic flights or $100 for international flights.
• Cost comparison and justification applies to the cost of the airline ticket only. Ancillary fees such as seat assignment, baggage, agency booking fees, etc. are not considered part of the ticket purchase price. Fees for required seat assignments and/or baggage are reimbursable as detailed below. Outside agency booking fees will only be allowable in limited circumstances.

3. Employee has an unused ticket credit that must be re-booked directly through the airline.

International Travel

1. Download and complete the International Travel Approval form(updated September 2025).
2. Obtain designated approver signature on the International Travel Approval form before your departure.

• Designated approvers include Deans, Department Chairs, Division Chiefs, Center and Area Directors (The Director of Finance and Administration, Latasha Mingo, signs the International Travel Approval form on behalf of the Department Chair, Jean Cook.)

3. Attach the fully signed International Travel Approval form to your Concur travel request.

* Complete these additional steps if you are Faculty or Staff traveling with a group of undergraduate students, not affiliated with an approved Study Abroad program:

• Register your group of students in the HeelsAbroad portal.
• Complete required Faculty Program Director Health & Safety training in Carolina Talent.

Please click on the UNC Global Affairs for additional information.

Fly America Act Waiver

This form is a statement executed by the traveler and/or Principal Investigator (PI) justifying the use of a foreign flag air carrier for travel charged to a federally sponsored project. No Operating Standard or Procedure.  If you are traveling on funds provided by a grant, please complete the Fly America Act Waiver form.

Step 4: Reserve Your Lodging

• Use T&E Card or pay Out of Pocket (OOP).
• For group lodging, submit Group Travel Request Form 1501.6.2f.

Since the agreement is between the traveler and the unit owner, UNC Travel Services cannot intercede to assist if there is a problem with the residence or the reservation.

• Third-party lodging (e.g., Airbnb, VRBO) requires a Non-Hotel Lodging Authorization Request. Do not pay a deposit until pre-authorization is received.
• Provide two hotel price comparisons as supporting documentation.
• A signed lease agreement is required for reimbursement.
• T&E Card Accountholders may use their card if exception is approved.

• Save itemized receipt (folio) and submit after trip completion.

Meals

• Meal per diem rates include meal cost, sales tax, and tip. Other tips (e.g., car service) should be reasonable.
• Meals are not reimbursed for day trips, only overnight travel.
• Do not use T&E card for per diem meals.
• Purchase meals with personal funds and seek reimbursement.
• Standard Per Diem Rates apply
• 75% per diem for first and last day of travel.
• Only include meals not covered by conference.
• Alcohol must be allocated to an appropriate funding source (T&E card only) as specified in Policy 1263 on University-related Business Entertainment Expenses.

Ground Transportation

• Use T&E Card or Out of Pocket (OOP).
• For personal car use, provide origin, destination, and mileage of each leg.
  • Include a map screenshot for mileage verification.
  • IRS mileage rate effective Jan. 1, 2026: 72.5 cents per mile.
• Mileage up to 350 miles (round-trip): full IRS rate.
• Mileage beyond 350 miles: reimbursed at 50% of full rate.
• For taxis/rideshares, list origin and destination and include receipts with tip noted.

Rental Car (Including Fuel)

• Can be booked via Concur
• Use T&E Card or OOP.
• Reimbursable after travel if paid OOP.
• Provide rental and gas receipts.
• Include justification for rental over public transportation.

Reimbursements

Two options for reimbursement

• Self-Reimbursement via Concur:
  • Submit expense reports via web or mobile app.
  • Add receipts to the expense report.
  • Use SAP Concur Mobile App.
• Department Submission:
  • Complete Travel Reimbursement Request form (scroll to bottom of page).
  • Include receipts and email to BCBPacctg@med.unc.edu.

Additional requirements

• Submit reimbursement requests within 30 days of trip return.
• Provide electronic screenshots of itemized receipts showing date and payment method.
• Lost receipts up to $20: explanation memo or affidavit.
• Lost receipts over $20: submit Missing Receipt Affidavit Form.
• Receipts not required when per diem rates apply.
• Submit conference agenda with reimbursement request if applicable.

Step 1: Submit Your Travel Request

Prior Authorization: Obtain pre-travel approval by submitting a Travel Request for all travel which includes airfare, lodging, and/or meal per diem, ground transportation. Even if the trip is being covered by the conference or sponsor, please still submit the request.

Note: This request is sent directly to the Business Services Coordinator, Shakia Risby, and she will submit the travel request in Concur on your behalf to approve.

Step 2: Reserve Your Conference Registration

Conference Registration fees and Professional Business-Related Membership Dues may be paid on the T&E card. These transactions need to be reconciled within 30 days of the transaction date. Please send all receipts and Pcard/T&E Card Receipt Form to BCBPacctg@med.unc.edu.

Non-T&E Card holders should contact BCBPacctg@med.unc.edu  for use of the department P-Card.

Note: Do not pay Dues or Registration on a personal credit card and expect reimbursement.

Step 3: Book Your Airfare

• You may call WorldTravel directly to book your travel. Include your Travel ID from Concur or you can work directly with Shakia Risby to book your travel.
• Travel Request does not need to be approved before calling WorldTravel, but a Travel ID does need to be generated.
• Purchases made using a personal credit card can be reimbursed only after the trip. Include a comparison quote with the expense report.
• Personal travel is not reimbursed. For combined business and personal travel, a cost comparison is required.
• Use Direct Bill Card to purchase your ticket.
• If a guest is traveling with you, call WorldTravel and use your personal card for the guest’s airfare.
• These transactions need to be reconciled within 30 days of the transaction date. Please send all receipts and Pcard/T&E Card Receipt Form to BCBPacctg@med.unc.edu
  

  International Travel

  1. Download and complete the International Travel Approval form(updated September 2025).
  2. Obtain designated approver signature on the International Travel Approval form before your departure.
  • Designated approvers include Deans, Department Chairs, Division Chiefs, Center and Area Directors (The Director of Finance and Administration, Latasha Mingo, signs the International Travel Approval form on behalf of the Department Chair, Jean Cook.)
  3. Attach the fully signed International Travel Approval form to your Concur travel request.

  * Complete these additional steps if you are Faculty or Staff traveling with a group of undergraduate students, not affiliated with an approved Study Abroad program:

  • Register your group of students in the HeelsAbroad portal.
  • Complete required Faculty Program Director Health & Safety training in Carolina Talent.

  Please click on the UNC Global Affairs for additional information.

  Fly America Act Waiver

  This form is a statement executed by the traveler and/or Principal Investigator (PI) justifying the use of a foreign flag air carrier for travel charged to a federally sponsored project. No Operating Standard or Procedure.  If you are traveling on funds provided by a grant, please complete the Fly America Act Waiver form

All airfare MUST be booked through World Travel unless one of the following exceptions exists:

1. Fare is not available through the University travel program (e.g., international in-country travel, remote travel).
2. Significant cost savings are demonstrated:

• Obtain a cost comparison from Concur/WTI/Anthony dated on or before the purchase date. Comparison must be for the exact itinerary – same travel dates, times, routes, airline(s), and class of service as the planned purchase.
• Savings must be at least $25 for domestic flights or $100 for international flights.
• Cost comparison and justification applies to the cost of the airline ticket only. Ancillary fees such as seat assignment, baggage, agency booking fees, etc. are not considered part of the ticket purchase price. Fees for required seat assignments and/or baggage are reimbursable as detailed below. Outside agency booking fees will only be allowable in limited circumstances.
  3. Employee has an unused ticket credit that must be re-booked directly through the airline.

Travel Advances

• Available for lodging, meals, and ground transportation.
• Contact Latasha or Shakia to request.

Step 4: Reserve Your Lodging

• Pay Out of Pocket (OOP).
• For group lodging, submit Group Travel Request Form 1501.6.2f.

Since the agreement is between the traveler and the unit owner, UNC Travel Services cannot intercede to assist if there is a problem with the residence or the reservation.

• Third-party lodging (e.g., Airbnb, VRBO) requires a Non-Hotel Lodging Authorization Request. Do not pay a deposit until pre-authorization is received.
• Provide two hotel price comparisons as supporting documentation.
• A signed lease agreement is required for reimbursement.
• T&E Card Accountholders may use their card if exception is approved.

• Save itemized receipt (folio) and submit after trip completion.

Meals

• Meal per diem rates include meal cost, sales tax, and tip. Other tips (e.g., car service) should be reasonable.
• Meals are not reimbursed for day trips, only overnight travel.
• Purchase meals with personal funds and seek reimbursement.
• Standard Per Diem Rates apply
• 75% per diem for first and last day of travel.
• Only include meals not covered by conference.

Ground Transportation

• Pay Out of Pocket (OOP).
• For personal car use, provide origin, destination, and mileage of each leg.
  • Include a map screenshot for mileage verification.
  • IRS mileage rate effective Jan. 1, 2026: 72.5 cents per mile.
• Mileage up to 350 miles (round-trip): full IRS rate.
• Mileage beyond 350 miles: reimbursed at 50% of full rate.
• For taxis/rideshares, list origin and destination and include receipts with tip noted.

Rental Car (Including Fuel)

• Can be booked via Concur
• Pay Out of Pocket (OOP).
• Reimbursable after travel if paid OOP.
• Provide rental and gas receipts.
• Include justification for rental over public transportation.

Reimbursements

Two options for reimbursement

• Self-Reimbursement via Concur:
  • Submit expense reports via web or mobile app.
  • Add receipts to the expense report.
  • Use SAP Concur Mobile App.
• Department Submission:
  • Complete Travel Reimbursement Request form (scroll to bottom of page)
  • Include receipts and email to BCBPacctg@med.unc.edu.

Additional requirements

• Submit reimbursement requests within 30 days of trip return.
• Provide electronic screenshots of itemized receipts showing date and payment method.
• Lost receipts up to $20: explanation memo or affidavit.
• Lost receipts over $20: submit Missing Receipt Affidavit Form.
• Receipts not required when per diem rates apply.
• Submit conference agenda with reimbursement request if applicable.

Step 1: Submit Your Travel Request

Prior Authorization: Obtain pre-travel approval by submitting a Travel Request for all travel which includes airfare, lodging, and/or meal per diem, ground transportation.

This request is sent directly to the Business Services Coordinator, Shakia Risby, and she will submit the travel request in Concur on your behalf to approve.

Note: Students must be set up as suppliers in ConnectCarolina before using WebTravel or receiving reimbursements.

• Complete Direct Deposit Authorization (form 1218.1.2f).

Step 2: Reserve Your Conference Registration

Conference Registration fees may be paid on the P-card.  Please email BCBPacctg@med.unc.edu to use department P-card if your PI P-card is unavailable.

Note: Do not pay Dues or Registration on a personal credit card and expect reimbursement.

Travel Advance

Students may request a travel advance for out-of-country travel. This includes estimated costs for meals, transportation, and lodging.

Note: Lodging can be booked with a P-Card or T&E card.

International Travel

You are strongly encouraged to discuss travel plans with your DGS and/or department chair prior to submitting the online form.

Submit your online Rapid Admin Service Request (RASR).

You must be on campus or logged into the campus VPN to access RASR. Under the Graduate School tab, under Travel, select “Graduate Student Request for International Travel.” In RASR, international travel must be approved by the graduate student’s:

• Department chair or director of graduate studies  (The Director of Finance and Administration, Latasha Mingo, approves the International Travel Approval form on behalf of the Department Chair, Jean Cook.)

• Appropriate senior administrator (school dean or dean’s designee, typically a senior associate dean)
• Provost’s Office or Office of the Vice Provost for Global Affairs

By approving the request, the dean or senior administrator is affirming that they have determined that the articulated benefits to the University outweigh the risks associated with the travel.

You may follow the approval process of your request in RASR under the MY RASR Form Submission (blue tab). You will receive an email notification upon final approval. For RASR access issues or questions, please email Meredith Bryson at meredith.bryson@unc.edu.

Please click on the UNC Global Affairs for additional information.

Fly America Act Waiver

This form is a statement executed by the traveler and/or Principal Investigator (PI) justifying the use of a foreign flag air carrier for travel charged to a federally sponsored project. No Operating Standard or Procedure.  If you are traveling on funds provided by a grant, please complete the Fly America Act Waiver form

Step 3: Book Your Airfare

• Students set up as vendors can have their flights books via Central Airfare Billing System (CABS) by Business Services Coordinator, Shakia Risby.
• Personal or T&E cards cannot be used.

Step 4: Reserve Your Lodging

• If traveling with a T&E Card holder: Use their card.
• If traveling alone: Use P-Card.
  • Note: Submit Student Travel Pre-Approval Request Form and receive approval before purchasing with P-Card.
• Save itemized receipt “Folio” and submit when trip is completed

Meals

• Meal per diem rates include meal cost, sales tax, and tip. Other tips (e.g., car service) should be reasonable.
• Meals are not reimbursed for day trips, only overnight travel.
• Purchase meals with personal funds and seek reimbursement.
• Standard Per Diem Rates apply
• 75% per diem for first and last day of travel.
• Only include meals not covered by conference.

Ground Transportation

• Pay Out of Pocket (OOP).
  • Can use Pcard if Student Travel Pre-Approval Request Form.
    • Note: Must receive approval before purchasing with P-Card.
  • For personal car use, provide origin, destination, and mileage of each leg.
    • Include a map screenshot for mileage verification.
    • IRS mileage rate effective Jan. 1, 2026: 72.5 cents per mile.
  • Mileage up to 350 miles (round-trip): full IRS rate.
  • Mileage beyond 350 miles: reimbursed at 50% of full rate.
  • For taxis/rideshares, list origin and destination and include receipts with tip noted.

Rental Car (including fuel)

• Not eligible for rental.

Reimbursements

• Complete Travel Reimbursement Request form (scroll to bottom of page),
• Include receipts, and send to BCBPacctg@med.unc.edu
• Submit reimbursement requests within 30 days of trip return.
• Receipts must be itemized and show date and payment method.
• Credit card or bank statements alone are not sufficient (except for exchange rates).
• If travel advance was received, provide documentation for all expenses.
• If expenses exceed advance, the difference will be reimbursed.
• If expenses are less than advance, repay the difference by check to UNC after confirmation.
• Lost receipts:
  • Up to $20: explanation memo.
  • Over $20: submit Missing Receipt Affidavit (Form 1252.3.1f).
  • Receipts not required for per diem meals.
  • Submit conference agenda with reimbursement request for approval.

Step 1: Submit Your Travel Request

Prior Authorization: Obtain pre-travel approval by submitting a Travel Request for all travel which includes airfare, lodging, and/or meal per diem, ground transportation. Even if the trip is being covered by the conference or sponsor, please still submit the request.

Note: This request is sent directly to the Business Services Coordinator, Shakia Risby, and she will submit the travel request in Concur on your behalf to approve.

Step 2: Reserve Your Conference Registration

Conference Registration fees and Professional Business-Related Membership Dues may be paid on the T&E card. These transactions need to be reconciled within 30 days of the transaction date. Please send all receipts and Pcard/T&E Card Receipt Form to BCBPacctg@med.unc.edu.

Non-T&E Card holders should contact BCBPacctg@med.unc.edu  for use of the department P-Card.

Note: Do not pay Dues or Registration on a personal credit card and expect reimbursement.

Step 3: Book Your Airfare

• You may call WorldTravel directly to book your travel. Include your Travel ID from Concur or you can work directly with Shakia Risby to book your travel.
• Travel Request does not need to be approved before calling WorldTravel, but a Travel ID does need to be generated.
• Purchases made using a personal credit card can be reimbursed only after the trip. Include a comparison quote with the expense report.
• Personal travel is not reimbursed. For combined business and personal travel, a cost comparison is required.
• Use Direct Bill Card to purchase your ticket.
• If a guest is traveling with you, call WorldTravel and use your personal card for the guest’s airfare.
• These transactions need to be reconciled within 30 days of the transaction date. Please send all receipts and Pcard/T&E Card Receipt Form to BCBPacctg@med.unc.eduInternational Travel
  1. Download and complete the International Travel Approval form(updated September 2025).
  2. Obtain designated approver signature on the International Travel Approval form before your departure.
  • Designated approvers include Deans, Department Chairs, Division Chiefs, Center and Area Directors (The Director of Finance and Administration, Latasha Mingo, signs the International Travel Approval form on behalf of the Department Chair, Jean Cook.)
  3. Attach the fully signed International Travel Approval form to your Concur travel request.

  * Complete these additional steps if you are Faculty or Staff traveling with a group of undergraduate students, not affiliated with an approved Study Abroad program:

  • Register your group of students in the HeelsAbroad portal.
  • Complete required Faculty Program Director Health & Safety training in Carolina Talent.

  Please click on the UNC Global Affairs for additional information.

  Fly America Act Waiver

  This form is a statement executed by the traveler and/or Principal Investigator (PI) justifying the use of a foreign flag air carrier for travel charged to a federally sponsored project. No Operating Standard or Procedure.  If you are traveling on funds provided by a grant, please complete the Fly America Act Waiver form

All airfare MUST be booked through World Travel unless one of the following exceptions exists:

1. Fare is not available through the University travel program (e.g., international in-country travel, remote travel).
2. Significant cost savings are demonstrated:

• Obtain a cost comparison from Concur/WTI/Anthony dated on or before the purchase date. Comparison must be for the exact itinerary – same travel dates, times, routes, airline(s), and class of service as the planned purchase.
• Savings must be at least $25 for domestic flights or $100 for international flights.
• Cost comparison and justification applies to the cost of the airline ticket only. Ancillary fees such as seat assignment, baggage, agency booking fees, etc. are not considered part of the ticket purchase price. Fees for required seat assignments and/or baggage are reimbursable as detailed below. Outside agency booking fees will only be allowable in limited circumstances.
  3. Employee has an unused ticket credit that must be re-booked directly through the airline.

Step 4: Reserve Your Lodging

• Pay Out of Pocket (OOP).
• For group lodging, submit Group Travel Request Form 1501.6.2f.

Since the agreement is between the traveler and the unit owner, UNC Travel Services cannot intercede to assist if there is a problem with the residence or the reservation.

• Third-party lodging (e.g., Airbnb, VRBO) requires a Non-Hotel Lodging Authorization Request. Do not pay a deposit until pre-authorization is received.
• Provide two hotel price comparisons as supporting documentation.
• A signed lease agreement is required for reimbursement.
• T&E Card Accountholders may use their card if exception is approved.

• Save itemized receipt (folio) and submit after trip completion.

Meals

• Meal per diem rates include meal cost, sales tax, and tip. Other tips (e.g., car service) should be reasonable.
• Meals are not reimbursed for day trips, only overnight travel.
• Purchase meals with personal funds and seek reimbursement.
• Standard Per Diem Rates apply
• 75% per diem for first and last day of travel.
• Only include meals not covered by conference.

Ground Transportation

• Pay Out of Pocket (OOP).
• For personal car use, provide origin, destination, and mileage of each leg.
  • Include a map screenshot for mileage verification.
  • IRS mileage rate effective Jan. 1, 2026: 72.5 cents per mile.
• Mileage up to 350 miles (round-trip): full IRS rate.
• Mileage beyond 350 miles: reimbursed at 50% of full rate.
• For taxis/rideshares, list origin and destination and include receipts with tip noted.

Rental Car (Including Fuel)

• Can be booked via Concur
• Pay Out of Pocket (OOP).
• Reimbursable after travel if paid OOP.
• Provide rental and gas receipts.
• Include justification for rental over public transportation.

Reimbursements

Two options for reimbursement

• Self-Reimbursement via Concur:
  • Submit expense reports via web or mobile app.
  • Add receipts to the expense report.
  • Use SAP Concur Mobile App.
• Department Submission:
  • Complete Travel Reimbursement Request form (scroll to bottom of page)
  • Include receipts and email to BCBPacctg@med.unc.edu.

Additional requirements

• Submit reimbursement requests within 30 days of trip return.
• Provide electronic screenshots of itemized receipts showing date and payment method.
• Lost receipts up to $20: explanation memo or affidavit.
• Lost receipts over $20: submit Missing Receipt Affidavit Form.
• Receipts not required when per diem rates apply.
• Submit conference agenda with reimbursement request if applicable.

Step 1: Set Up Guest as a Vendor

Guests must be set up as suppliers in PaymentWorks before using WebTravel or receiving reimbursements.  Business Services Coordinator will need following information to send request in PaymentWorks: Name, Email, Phone Number

Step 2: Set up as an Independent Contractor (If Applicable – For Guest Speakers)

For seminars, please reach out to Rhonda Strickland to provide name, email address, and phone number and she will connect directly with the guest speaker for additional paperwork needed.

Step 3: Book Airfare

Once vendor setup is complete and independent contractor status is approved (if applicable), airfare can be booked.

• For recruitment: Business Services Coordinator, Shakia Risby will coordinate airfare for candidates and book airfare via Central Airfare Billing System (CABS).
• For guest speakers: Rhonda Strickland will coordinate airfare directly with speaker and work with Business Services Coordinator, Shakia Risby to book travel.
• Personal credit cards may be used if booking adjoining flights prior to or after conference. If so, cost comparison will need to be completed for roundtrip to and from home location to UNC versus actual itinerary.

Step 4: Reserve Lodging

• Direct billing is preferred for hotels (most hotels around UNC will direct bill)
• Use P-Card if direct billing is not allowed.
• Note: Submit Guest Travel Pre-Approval Request Form and receive approval before purchasing with P-Card.

Meals

• Meal per diem rates include meal cost, sales tax, and tip. Other tips (e.g., car service) should be reasonable.
• Meals are not reimbursed for day trips, only overnight travel.
• Purchase meals with personal funds and seek reimbursement.
• Standard Per Diem Rates apply
• Only include meals not covered by department.

Ground Transportation

• Pay Out of Pocket (OOP).
  • Can use Pcard if Guest Travel Pre-Approval Request Form
    • Note: Must receive approval before purchasing with P-Card.
  • For personal car use, provide origin, destination, and mileage of each leg.
    • Include a map screenshot for mileage verification.
    • IRS mileage rate effective Jan. 1, 2026: 72.5 cents per mile.
  • Mileage up to 350 miles (round-trip): full IRS rate.
  • Mileage beyond 350 miles: reimbursed at 50% of full rate.
  • For taxis/rideshares, list origin and destination and include receipts with tip noted.

Reimbursements

• Complete Travel Reimbursement Request form (scroll to bottom of page),
• Include receipts, and send to BCBPacctg@med.unc.edu
• Submit reimbursement requests within 30 days of trip return.
• Receipts must be itemized and show date and payment method.
• Credit card or bank statements alone are not sufficient (except for exchange rates).
• Lost receipts:
  • Up to $20: explanation memo.
  • Over $20: submit Missing Receipt Affidavit (Form 1252.3.1f).