Travel Authorization and Reimbursement

I. Purpose

The University intends to ensure fair and equitable reimbursement of University business travel expenses as well as compliance with all applicable laws and regulations related to travel.

This Policy implements the State of North Carolina’s travel regulations and complies with the Internal Revenue Service requirements for an Accountable Plan. To be reimbursable, University business travel must be performed in the most economical manner consistent with mission requirements; all expenses must be incurred while in travel status; expenses must be reasonable, necessary and (except for meal per diem) actual; and expenses must not exceed the limitations imposed by the State or the University.

II. Scope

This Policy and the accompanying Travel Manual apply to all UNC Charlotte faculty, staff, students, organizations, and any other individuals and members of organizations that travel at University expense (hereinafter “Travelers”).

III. Responsibilities

1. Travelers are responsible for performing their travel duties in conformity with the provisions of this Policy and the Travel Manual, which includes booking all travel costs in accordance with the guidelines described in the Travel Manual.  Travelers are responsible for ensuring all travel costs incurred are necessary and prudent, and for providing expenditure documentation that is legitimate and complete to support their travel reimbursement claims. Unauthorized excess costs, including those involving circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not reimbursable or otherwise to be paid using University funds. Travelers are responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.
2. Supervisors and officials with fund approval authority are responsible for authorizing travel in advance and for reviewing and monitoring all travel expenses they approve. Such approval must certify that the travel was necessary and the expenses were authorized and incurred while on official business of the University. Supervisors also are required to deny reimbursement in situations where there is reason to believe the expenditures are inappropriate, extravagant, unjustified, or unreasonable.
3. The Office of Sponsored Research Administration is responsible for establishing procedures to provide an appropriate review of travel authorizations and reimbursements that charge sponsored grants or contracts for which it has oversight responsibility.
4. Financial Services is responsible for administering and overseeing the provisions of this Policy and for providing guidance to Travelers through the Controller’s Office.
5. The Athletic Business Office is responsible for authorizing, reviewing and processing travel authorizations and reimbursement requests for the Athletics programs in accordance with this Policy and the accompanying Travel Manual.

IV. Policy

The University will reimburse reasonable and approved business-related travel expenditures incurred by Travelers for the conduct of University business according to this Policy and the accompanying Travel Manual, which applies to all departments, regardless of the source of funds.

No duplicate claims or commuting expenses are reimbursable.

This Policy applies to all grant funds, except when the sponsor’s guidelines are more restrictive than University policy, in which case the sponsor’s guidelines apply. Principal investigators and others traveling on grant funds are expected to be familiar with the allowability of the cost on the sponsored program. Travel expenses that do not conform to both this Policy and the sponsor’s guidelines will not be reimbursed to the Traveler or expensed to the grant fund.

Each administrator is responsible for ensuring that reimbursements from programs or to persons under their authority are reasonable and appropriate for the purpose and charged to a program appropriate to that purpose. An administrator may set lower reimbursement amounts for persons or programs under their responsibility.

Reimbursement claims must be submitted by the person seeking reimbursement, approved by the immediate supervisor and the person responsible for the fund paying the claim, if different from the supervisor. Individuals may not approve their own reimbursement or that of a superior. It is recommended that Travelers retain photocopies of expense reports and related receipts for their own records.

Receipts showing the date of service are required for reimbursement of all expenditures except meal per diems and incidental expenditures such as tips. Every reimbursement request must include a statement of business purpose covering the entire travel period.

Travelers who do not comply with this Policy or with the Travel Manual will either not be reimbursed or their reimbursement will be treated as taxable income.

V. Travel Procedure

A Travel Request must be submitted and approved in Concur for all overnight travel, regardless of the destination or funding source of the trip. Travelers should submit an expense report in Concur within 30 days after the travel period ends for which reimbursement is requested.

All Travelers are obligated to comply with the Travel Manual supplemental to this Policy.

VI. Administration Of Policy

The Vice Chancellor for Business Affairs is responsible for establishing and enforcing supplemental procedures related to travel to ensure compliance with all applicable federal and North Carolina laws. These procedures are available online in the Travel area of the Disbursements Department web page.

Related Resources

• Concur FAQs and Guidance
• Travel Forms Package (Travel Reimbursement and Expense Report forms and Non-Employee and Student Travel Request)
• Travel Manual
• Travel FAQs
• Travel area of the Disbursements Department

Authority

Chancellor

Policy Revisions