{"id":2252,"date":"2015-03-05T20:44:52","date_gmt":"2015-03-06T01:44:52","guid":{"rendered":"https:\/\/www.med.unc.edu\/pharm\/administration\/departmental-travel-policy-forms\/"},"modified":"2025-08-07T14:10:02","modified_gmt":"2025-08-07T18:10:02","slug":"departmental-travel-policy-forms","status":"publish","type":"page","link":"https:\/\/www.med.unc.edu\/pharm\/administration\/departmental-travel-policy-forms\/","title":{"rendered":"Departmental Travel Policy &amp; Forms"},"content":{"rendered":"<h2>Pharmacology Travel Policy<\/h2>\n<p>Please note: We are updating travel information on this page due to the change over to using Concur. Updates are still in progress.<\/p>\n<p>Concur is the University of North Carolina at Chapel Hill\u2019s new software program for pre-travel approval, travel booking, and travel and business entertainment expense reimbursements. In addition, purchases made on the new University Travel &amp; Expense (T&amp;E) Card will be reconciled in Concur Expense. All Faculty and Staff will begin using Concur for Travel beginning April 27, 2021. Students and Guest Travelers will continue to use CABS, Web Travel, and ConnectCarolina until further notice.<\/p>\n<h2>For Students and guests<\/h2>\n<p>Students and guests will continue to use the same Web Travel\/CABS request system.<\/p>\n<ul>\n<li>Obtain pre-authorization from the department\/unit in advance of booking travel.<\/li>\n<li>Work with department\/unit business office to book airfare through a University\u2019s\u00a0<a href=\"https:\/\/finance.unc.edu\/services\/travel\/book-travel\/travel-agencies\/\">Authorized Travel Agency<\/a>, World Travel, Inc. Payment will be direct billed through CABS (Central Airfare Billing System). See\u00a0<a href=\"https:\/\/finance.unc.edu\/services\/travel\/book-travel\/airfare-direct-billing\/\">Airfare-Direct Billing<\/a> for details.<\/li>\n<li>Submit expense reports for internal departments\/units approvals within 30 days of trip return and respond promptly to requests for details and documentation.<\/li>\n<\/ul>\n<h2>For Faculty, Staff and Postdocs<\/h2>\n<ol>\n<li>Prior Authorization: Obtain pre-travel approval by submitting a Concur Request for all travel which includes airfare, lodging, and\/or meal per diem. The established naming convention for all travel requests is: \u201cName of Location_Purpose of Travel\u201d Example: Vanderbilt University_Invited Talk or Waynesboro Virginia_MAMP Conference<\/li>\n<li>Booking &amp; Payment: Utilize the\u00a0<a href=\"https:\/\/finance.unc.edu\/services\/travel\/concur\/\">Concur Travel<\/a>\u00a0booking tool or contact the University\u2019s\u00a0<a href=\"https:\/\/finance.unc.edu\/services\/travel\/book-travel\/travel-agencies\/\">Authorized Travel Agency<\/a>\u00a0to book airfare.<\/li>\n<\/ol>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>T&amp;E Card Account holders will make payment on their T&amp;E Card. Non-T&amp;E cardholders will utilize the University\u2019s direct bill payment method.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 120px\">*T&amp;E cardholders do not book any travel on a personal credit card and expect reimbursement. For now (August 2021), non-T&amp;E cardholders will pay out of pocket for everything other than airfare and registration and be reimbursed by submitting an Expense Report in Concur.<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Conference Registration fees and Professional Business-Related Membership Dues may be paid on the T&amp;E Card. Non-T&amp;E Cardholders should use their P-Card.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 120px\">*T&amp;E cardholders do not book any travel on a personal credit card and expect reimbursement.<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>Third-Party Vendors for lodging (e.g., Airbnb, VRBO) still require authorization. Please attach this completed form to the Concur request:\n<ul>\n<li><a href=\"https:\/\/www.med.unc.edu\/microimm\/wp-content\/uploads\/sites\/745\/2021\/11\/Acrobat-Document.pdf\">Non-Hotel Lodging Authorization Request Form<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ol start=\"3\">\n<li>Paying for meals while traveling:\u00a0 <strong>All travelers receive a set per diem for meals and should use their personal credit card or other personal funds to pay for meals.<\/strong>\n<ul>\n<li><strong>Do not use the T&amp;E card to pay for your meals while traveling.<\/strong> The T&amp;E card is only allowed to pay for meals associated with business entertainment expenses (involving at least one other person, and in that case it is processed separately in Concur and is not considered a travel expense).<\/li>\n<\/ul>\n<\/li>\n<li>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.<\/li>\n<\/ol>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li><a href=\"https:\/\/www.med.unc.edu\/microimm\/wp-content\/uploads\/sites\/745\/2021\/11\/Creating-a-New-Expense-Report.pdf\">Creating a New Expense Report<\/a><\/li>\n<li><a href=\"https:\/\/www.med.unc.edu\/microimm\/wp-content\/uploads\/sites\/745\/2021\/11\/Adding-Receipts-to-an-Expense.pdf\">Adding Receipts to an Expense<\/a><\/li>\n<li><a href=\"https:\/\/www.med.unc.edu\/microimm\/wp-content\/uploads\/sites\/745\/2021\/11\/Using-SAP-Concur-Mobile-App.pdf\">Using SAP Concur Mobile App<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px\"><strong>If a Business Entertainment Expense is paid for out of pocket<\/strong>, the reimbursement request should be submitted on an Expense Report in Concur.\u00a0 If taxes were included in the purchase, they must be removed from the reimbursement request.<\/p>\n<h2>Everyone To Know Before They Go<\/h2>\n<ul>\n<li><a href=\"https:\/\/www.med.unc.edu\/microimm\/wp-content\/uploads\/sites\/745\/2021\/11\/Travel-Guide.pdf\">Travel Guide<\/a><\/li>\n<\/ul>\n<h3>The University traveler is responsible for<\/h3>\n<ul>\n<li>Faculty and staff should familiarize themselves with how to access and utilize the\u00a0<a href=\"https:\/\/finance.unc.edu\/services\/travel\/concur\/\">Concur<\/a><\/li>\n<li>UNC-Chapel Hill travel spending policies.<\/li>\n<li>Travel status begin and end times, including times when a trip mixes business and personal activities.<\/li>\n<li>If there are any funding sources or departmental restrictions.<\/li>\n<li>Any unapproved expenses will not be paid\/reimbursed.<\/li>\n<li>Never to use university resources to pay for personal expenses.<\/li>\n<\/ul>\n<h3>Doing<\/h3>\n<ul>\n<li>Keep costs to a minimum while meeting the traveler\u2019s scheduling and business needs.<\/li>\n<li>Retain all expense receipts for reimbursement.<\/li>\n<li>Report allowable expenses and claim reimbursement in an ethical and responsible manner.<\/li>\n<li>Notify the unit\/department business office of any unused University resources (i.e., unused prepaid airline tickets, excess travel advance funds).<\/li>\n<li>When traveling abroad, please review the UNC Global\u2019s\u00a0<a href=\"https:\/\/global.unc.edu\/travel-operations\/preparing-for-international-travel\/\">Preparing for International Travel Page\u00a0<\/a>and enroll in the\u00a0<a href=\"https:\/\/global.unc.edu\/travel-operations\/preparing-for-international-travel\/insurance\/\">Travel Health Insurance program<\/a>.<\/li>\n<li>If traveler is hand carrying or shipping out of the country any research equipment, biological material or non-biological scientific samples, see\u00a0<a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=132084\">Policy on Export Controls<\/a>\u00a0before proceeding.<\/li>\n<\/ul>\n<h2>UNC International Travel Policy<\/h2>\n<p><strong><span style=\"color: #cc0000\">Pre-approval for international travel is still required from the Dean\u2019s office and the Provost\u2019s Office.<\/span><\/strong><\/p>\n<ul>\n<li><a href=\"https:\/\/global.unc.edu\/travel-operations\/travel-policies\/\">UNC Travel Policies and Exceptions<\/a><\/li>\n<li><a href=\"https:\/\/www.med.unc.edu\/pharm\/administration\/departmental-travel-policy-forms\/unc-international-travel-pre-approval-process\/\">How to Request International Travel Exception Pre-Approval<\/a><\/li>\n<\/ul>\n<h2>UNC Travel Policy &amp; Resources<\/h2>\n<p>Information related to Pre-Travel Authorization, Travel Booking, and Post-Travel Reimbursement. Related policies, forms, and procedures:<\/p>\n<ul>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131466\">1501\u00a0\u2013 Policy on Business Travel<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=134697\">1501.1\u00a0\u2013 Procedure on Pre-Travel Authorization<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131470\">1501.2\u00a0\u2013 Procedure on Travel Advances<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131473\">1501.3\u00a0\u2013 Procedure on Air Travel<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131471\">1501.4\u00a0\u2013 Procedure on Ground Transportation Expenses Including Mileage Rates<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131467\">1501.5\u00a0\u2013 Procedure on Per Diem Rates<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131468\">1501.6\u00a0\u2013 Procedure on Lodging Accommodations<\/a>\n<ul>\n<li><a href=\"https:\/\/finance.unc.edu\/forms\/1501-6-1f\/\">1501.6.1f\u00a0\u2013 Non-Hotel Lodging Authorization Request Form<\/a><\/li>\n<li><a href=\"https:\/\/finance.unc.edu\/forms\/1501-6-2f\/\">1501.6.2f\u00a0\u2013 Group Travel Request Form<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131469\">1501.7\u00a0\u2013 Procedure on Travel Expenses and Reimbursements<\/a><\/li>\n<li><a href=\"https:\/\/finance.unc.edu\/services\/travel\/book-travel\/airfare-direct-billing\/\">Airfare \u2013 Direct Billing\u00a0 (formerly known as Central Airfare Billing System (CABS))<\/a><\/li>\n<li>For all Travel Authorization and Reimbursements Request policies and procedures see<u>\u00a0<\/u><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/Search?SearchText=%25231500---Travel\">1500 \u2013 Travel.<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131447\">1263.1 \u2013 Paying for Business Entertainment Expenses Procedure<\/a><\/li>\n<\/ul>\n<h2>Travel &amp; Expense Card Program<\/h2>\n<p>Helps University faculty, staff and student reduce use of personal funds during University business travel.<\/p>\n<ul>\n<li><a href=\"https:\/\/finance.unc.edu\/services\/card-services\/travel-expense-card\/\">About the Travel &amp; Expense Card Program<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131474\">1505\u00a0\u2013 Policy on Travel &amp; Expense Card Program<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131475\">1505.1\u00a0\u2013 Procedure on Obtaining a Travel &amp; Expense Card<\/a>\n<ul>\n<li><a href=\"https:\/\/finance.unc.edu\/forms\/1505-1-1f\/\">1505.1.1f\u00a0\u2013 T&amp;E Card Application Form<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=132760\">1505.2\u00a0\u2013 Procedure on Using a Travel &amp; Expense Card<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=132762\">1505.3\u00a0\u2013 Procedure on Reconciling a Travel &amp; Expense Card<\/a><\/li>\n<li><a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=132763\">1506\u00a0\u2013 Policy on Travel &amp; Expense Card Infractions<\/a><\/li>\n<\/ul>\n<h2>Using Concur Quicklinks<\/h2>\n<div style=\"width: 250px;text-align: center;background-color: #fffeec;border: solid 2px #0595c4;padding: 5px;margin-bottom: 20px\"><a href=\"https:\/\/sso.unc.edu\/idp\/profile\/SAML2\/Unsolicited\/SSO?providerId=https:\/\/us.api.concursolutions.com\/saml2\"><span style=\"font-size: 115%\">LOGIN to CONCUR<\/span><\/a><\/div>\n<div class=\"row  oscitas-bootstrap-container\">\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;background-color: #fffeec;border: solid 2px #0595c4;padding: 5px;margin-bottom: 20px\"><span style=\"font-size: 115%\"><a href=\"https:\/\/finance.unc.edu\/services\/travel\/concur\/\">How To Use CONCUR<\/a><\/span><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 5px;margin-bottom: 20px\"><a href=\"https:\/\/finance.unc.edu\/wp-content\/uploads\/sites\/298\/2021\/04\/concur-quick-start-mini-guidebook.pdf\"><span style=\"font-size: 115%\">CONCUR Quick Mini Guide<\/span><\/a><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 5px;margin-bottom: 20px\"><a href=\"https:\/\/finance.unc.edu\/wp-content\/uploads\/sites\/298\/2021\/07\/concur-checklist.pdf\"><span style=\"font-size: 115%\">CONCUR Checklist<\/span><\/a><\/div>\n<\/div>\n<\/div>\n<h2>Travel Info Quicklinks<\/h2>\n<div class=\"row  oscitas-bootstrap-container\">\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;background-color: #fffeec;border: solid 2px #0595c4;padding: 5px;margin-bottom: 20px\"><a href=\"https:\/\/www.med.unc.edu\/pharm\/wp-content\/uploads\/sites\/930\/2021\/09\/PHCO-Step-By-Step-Travel-Guide.pdf\"><span style=\"font-size: 115%\">PHCO Step by Step Guide<\/span><\/a><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 4px;margin-bottom: 20px\"><span style=\"font-size: 120%\"><a href=\"https:\/\/finance.unc.edu\/wp-content\/uploads\/sites\/298\/2020\/11\/travel-guide.pdf\">TRAVEL GUIDE<\/a><\/span><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 4px;margin-bottom: 20px\"><span style=\"font-size: 120%\"><a href=\"https:\/\/finance.unc.edu\/wp-content\/uploads\/sites\/298\/2020\/11\/travel-checklist.pdf\">TRAVEL CHECKLIST<\/a><\/span><\/div>\n<\/div>\n<\/div>\n<div class=\"row  oscitas-bootstrap-container\">\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 4px;margin-bottom: 20px\"><span style=\"font-size: 120%\"><a href=\"https:\/\/finance.unc.edu\/services\/travel\/\">Travel &amp; Expenses<\/a><\/span><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 4px;margin-bottom: 20px\"><span style=\"font-size: 120%\"><a href=\"https:\/\/finance.unc.edu\/services\/travel\/get-started\/\">Getting Started<\/a><\/span><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 4px;margin-bottom: 20px\"><span style=\"font-size: 120%\"><a href=\"https:\/\/finance.unc.edu\/services\/travel\/book-travel\/\">Booking Travel<\/a><\/span><\/div>\n<\/div>\n<\/div>\n<div class=\"row  oscitas-bootstrap-container\">\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;background-color: #fffeec;padding: 4px;margin-bottom: 20px\"><a href=\"https:\/\/finance.unc.edu\/wp-content\/uploads\/sites\/298\/2021\/03\/payment-card-qrc-when-to-use-a-tande-card-versus-a-pcard.pdf\"><span style=\"font-size: 120%\">Using T&amp;E\u00a0 vs P-Cards<\/span><\/a><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 4px;margin-bottom: 20px\"><a href=\"https:\/\/global.unc.edu\/travel-operations\/travel-policies\/\"><span style=\"font-size: 120%\">UNC Travel Restrictions<\/span><\/a><\/div>\n<\/div>\n<div class=\"col-lg-4 col-md-12 col-xs-12 col-sm-12 oscitas-bootstrap-container\">\n<div style=\"width: 250px;text-align: center;border: solid 2px #0595c4;padding: 4px;margin-bottom: 20px\"><a href=\"https:\/\/global.unc.edu\/travel-operations\/preparing-for-international-travel\/\"><span style=\"font-size: 120%\">International Travel<\/span><\/a><\/div>\n<\/div>\n<\/div>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Pharmacology Travel Policy Please note: We are updating travel information on this page due to the change over to using Concur. Updates are still in progress. Concur is the University of North Carolina at Chapel Hill\u2019s new software program for pre-travel approval, travel booking, and travel and business entertainment expense reimbursements. In addition, purchases made &hellip; <a href=\"https:\/\/www.med.unc.edu\/pharm\/administration\/departmental-travel-policy-forms\/\" aria-label=\"Read more about Departmental Travel Policy &amp; Forms\">Read more<\/a><\/p>\n","protected":false},"author":22429,"featured_media":0,"parent":2227,"menu_order":6,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"layout":"","cellInformation":"","apiCallInformation":"","footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-2252","page","type-page","status-publish","hentry","odd"],"acf":[],"_links_to":[],"_links_to_target":[],"_links":{"self":[{"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/pages\/2252","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/users\/22429"}],"replies":[{"embeddable":true,"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/comments?post=2252"}],"version-history":[{"count":1,"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/pages\/2252\/revisions"}],"predecessor-version":[{"id":25794,"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/pages\/2252\/revisions\/25794"}],"up":[{"embeddable":true,"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/pages\/2227"}],"wp:attachment":[{"href":"https:\/\/www.med.unc.edu\/pharm\/wp-json\/wp\/v2\/media?parent=2252"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}