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We have established a shared email address for all travel related questions and requests. Please email BCBPTravelAdmin@med.unc.edu for all travel correspondence.

Faculty, Staff, and Postdocs

  1. Prior Authorization: Obtain pre-travel approval by submitting a Pre-Authorization Request form.
  2. Booking & Payment: Utilize the Concur Travel booking tool or contact the University’s Authorized Travel Agency to book airfare.
    • T&E Card Accountholders will make payment on their T&E Card. Non-T&E Card Accountholders will utilize the University’s direct bill payment method. *Do not book any travel on a personal credit card and expect reimbursement.
    • Conference Registration fees and Professional Business-Related Membership Dues may be paid on the T&E card. Non-T&E Card holders should contact BCBPTravelAdmin@med.unc.edu for use of the department P-Card. *Do not pay Dues or Registration on a personal credit card and expect reimbursement.
    • Third-Party Vendors for lodging (e.g. Airbnb, VRBO) still require authorization. Please attach this completed form to the Concur request:
      Non-Hotel Lodging Authorization Request

  3. Reimbursement: Submit expense reports for approval in Concur Expense; reports may be submitted through the web-based version of Concur or through the Concur Mobile App.

    Creating a New Expense Report
    Adding Receipts to an Expense Report
    Using the SAP Concur Mobile APP

Students and Guests

  1. Prior Authorization: Obtain pre-travel approval by submitting a Pre-Authorization Request form.
  2. Booking & Payment: Once itinerary is confirmed through pre-authorization, we will provide a “C#” so that you can book through World Travel. Authorized Travel Agency
    • Conference Registration fees and Professional Business-Related Membership Dues should be paid on the department P-Card. Please email BCBPTravelAdmin@med.unc.edu for use of the department P-Card. *Do not pay Dues or Registration on a personal credit card and expect reimbursement.
    • Third-Party Vendors for lodging (e.g. Airbnb, VRBO) still require authorization. If this applies to you, please send the completed form to BCBPTravelAdmin@med.unc.edu
      Non-Hotel Lodging Authorization Request
  3. Reimbursement: Submit reimbursement request and electronic copies of receipts to BCBPTravelAdmin@med.unc.edu
    Travel Reimbursement Request

    • Reimbursement requests must be submitted within 30 days of trip return. Please forward electronic screenshots of receipts that are itemized and clearly show the date and method of payment.

Everyone To Know Before They Go

The University traveler is responsible for:

Knowing

  • Faculty and staff should familiarize themselves with how to access and utilize the Concur system.
  • UNC-Chapel Hill travel spending policies.
  • Travel status begin and end times, including times when a trip mixes business and personal activities.
  • If there are any funding source or departmental restrictions.
  • Any unapproved expenses will not be paid/reimbursed.
  • Never to use university resources to pay for personal expenses.

Doing

  • Keep costs to a minimum while meeting the traveler’s scheduling and business needs.
  • Retain all expense receipts for reimbursement.
  • Report allowable expenses and claim reimbursement in an ethical and responsible manner.
  • Notify the unit/department business office of any unused University resources (i.e., unused prepaid airline tickets, excess travel advance funds).
  • When traveling abroad, please review the UNC Global’s Preparing for International Travel Page and enroll in the Travel Health Insurance program.
  • If traveler is hand carrying or shipping out of the country any research equipment, biological material or non-biological scientific samples, see Policy on Export Controls before proceeding.