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Read BEFORE You Travel!

PLEASE read carefully in order to receive your maximum travel reimbursement.
We appreciate your cooperation, as we must follow University protocol to ensure that your reimbursements do not get compromised or rejected.

Setting up your Concur profile

Prior to traveling, each employee will need to create a Concur Profile. This platform will be used to book lodging, flights, and car rentals. Please see the attached Concur Checklist with eight simple steps that will help you get started with your profile. For additional training materials and quick reference cards, please visit the Travel Services Concur webpage.

Please add both the accounting technician and business manager as delegates/approvers to the following sections of your Concur profile: Travel, Requests, & Expenses.

Please add both the accounting technician and business manager as delegates/approvers to the following sections of your Concur profile: Travel, Requests, & Expenses.

Please add both the accounting technician and business manager as delegates/approvers to the following highlighted sections of your Concur profile settings: Travel, Requests, & Expenses.

If your travel is not only work/business-related, you will need to fill out an additional form. For example, if you attend two conferences (one at the beginning and one at the end of your trip), you trip will need to be approved prior to traveling in order to be reimbursed.

According to UNC’s Travel Policy 1510, prior to a trip, the traveler should describe the breakdown of business and personal components to their management for approval. In order for the travel to be reimbursed, their management must confirm that the trip is primarily for business, and the justification must be included in the reimbursement request. This form must be submitted and approved PRIOR to travel.

This can be confusing, if needed, please do ask the departmental accountant for clarification.

International Travel

1. Download and complete the International Travel Approval form: (Return to department chair)

2. Obtain the Designated Approver Signature on the International Travel Approval form 

Designated approvers include Deans, Department Chairs, Division Chiefs, Center and Area Directors

3. Upload the approved International Travel Approval form into Concur. 

Source: https://global.unc.edu/travel-policies/

Must be submitted via your Concur profile.

University staff wishing to reserve a short-term Enterprise vehicle rental should request an EHIDirect account by emailing ehirentals@unc.edu. A unique EHIDirect.com registration link then will be emailed to the requester (check your junk mail or “other” tab); the registration link will require action within 24 hours, after which it will expire. For more information on vehicle rental and a step-by-step Enterprise EHIDirect User Guide, visit the Facilities Services Vehicle Rental webpage.

Please note that unless you have first contacted EHI Direct, and are unable to rent a vehicle through them, other car rental contracts will not be reimbursable.

Other Car Rental Arrangements

If you are unable to arrange a car rental through the UNC-Enterprise agreement, you may arrangement and rent a vehicle through another car rental company. In order to be reimbursed you must show proof that you first tried to make arrangements through the UNC-Enterprise agreements. Ask the ROMS accountant if any questions in this regard.

NOTE:

  • Car insurance and other add-on expenses are not acceptable and will not be reimbursable.
  • Car upgrades must have a written and valid justification, otherwise, are non-reimbursable.
  • All car rental receipts MUST show proof of payment AND initial-departure and return-arrival times and dates.

As per UNC Policy on Transportation Expenses.

Must be submitted via your Concur profile.

UNC travelers are encouraged to use a State-owned vehicle or vehicle leased through Fleet Services.  When such a vehicle is not available and/or a personal vehicle must be used, the allowable business standard mileage rate is 65.5 cents/mile.

As per UNC Policy on Transportation Expenses.

Must be submitted via your Concur profile.

Gas receipts MUST be itemized, in other words, both an itemized receipt and a proof of payment (credit card/cash) receipt are needed for reimbursement.

Must be submitted via your Concur profile.

All airfare receipts MUST show proof of payment AND initial-departure and return-arrival times and dates.

Booking fees, insurance, additional coverages, etc., are not reimbursable (usually incurred through sites such as Booking.com, Expedia, Travelocity, Cheaptickets, and others.)

As per UNC Policy on Transportation Expenses.

Must be submitted via your Concur profile.

All ridershare receipts MUST show proof of payment AND “going to” and “from” information.

Must be submitted via your Concur profile.

The hotel receipt must be itemized and reflect proof of payment. Any additional expenses such as room service, parking fees, etc., will be excluded and are non-reimbursable.

Booking fees, insurance, additional coverages, etc., are not reimbursable (usually incurred through sites such as Booking.com, Expedia, Travelocity, Cheaptickets, and others.)

Lodging Reimbursement

In state: up to $78.90 per night

Out of state: up to $93.20 per night

Excess Lodging Expenses
  • Excess lodging expenses must be justified if hotel rates exceed $300 per night, excluding taxes and surcharges (or $400 per night, excluding taxes and surcharges, if staying in one of the following high-cost cities: Boston, New York City, San Francisco and the Bay area, Washington DC, or Los Angeles). If those rates are exceeded, the traveler must complete Finance Form 1502.1.1f – Excess Lodging Justification and obtain their supervisor’s approval and signature before traveling. Traveler should submit the form with the travel reimbursement.

*In effect from July 1, 2021 through June 30, 2023.

Must be submitted via your Concur profile.

**Staying in non-hotel accommodations, such as Air BnB, VRBO, or other short-term rental agreements, now requires approval PRIOR TO the trip**

It is required that UNC Travel Services authorize any request for Lodging in a Third Party Establishment PRIOR to your trip.

Please provide the following to the ROMS accountant prior to your trip:

  1. A copy of the rental agreement, showing the amount to be paid, and the number of nights you will be staying
  2. A screenshot of a comparison site search (such as Hotels.com or Expedia.com) showing the cost for the average hotel in the area for the time you’ll be there
  3. Complete the Non-hotel Lodging Authorization Request.

The ROMS accountant will then use this information to submit a form to get the required approvals.

Must be submitted via your Concur profile.

* All expenses MUST have an itemized receipt, in other words, both an itemized receipt and a proof of payment (credit card/cash) receipt are needed for reimbursement.
* For travel, food expenses/receipts are not acceptable, only per diem is allowed (see per diem details below).
* All airfare/car rental receipts MUST show proof of payment AND initial-departure and return-arrival times and dates.
* Receipts need to be uploaded within 7 days of returning from your travel.  Please contact the accountant if this will not be possible for any reason.

Foreign Currency Receipts

All receipts in foreign currency will be converted using UNC-approved conversion website www.oanda.com.

Must be submitted via your Concur profile.

University travelers are only eligible for reimbursement of meals when they make an overnight trip. Partial day reimbursement is possible when the partial day is the day of departure or return for a trip, but it must be in conjunction with an overnight trip taken. Reimbursement of meals outside of overnight travel is not permitted.

NOTE – Effective for travel beginning March 1, 2023, the University now utilizes the per rates set by the US General Services Administration (GSA), US Department of State and Department of Defense as applicable.

  • For employees, all rates are loaded in Concur and will populate based on the dates and location of travel, and the meals selected by the traveler for reimbursement. Per diem for first and last day of travel, including incidentals, will automatically be calculated at 75% of the day’s total rate.
  • For all other travelers, the correct per diem rate will need to be determined using the appropriate link above based on the dates and destination of travel. First and last day of travel will be calculated at 75% of the day’s total rate, regardless of the traveler’s time of departure or time of return.

For more details, refer to UNC’s Procedure on Per Diem Rates.

*In effect from July 1, 2021 through June 30, 2023.