Travel

Payment method: The preferred method for purchasing airline tickets is to use a University-issued Purchasing Card (P-card). Other allowable methods include: Direct bill to AAA of the Carolinas Submit a Travel Reimbursement and Expense Report form Note: Refer to University Policy 601.8, “Appropriate Use of University Funds” to confirm if this is a permissible use […]

Payment method: When traveling on University business in a rental car or Department-owned vehicle, the preferred method for purchasing fuel for a vehicle is to use a University-issued Purchasing Card (P-card). Note: If the University Owned vehicle has a gas card, that card should be used first. If there is no University gas card, then […]

Payment method The preferred method for prepaying for hotel and lodging expenses associated with University-related travel is to use a University-issued Purchasing Card (P-card). A Travel Reimbursement and Expense Report can also be submitted. Refer to University Policy 601.8, Appropriate Use of University Funds, to confirm if this is a permissible use of funds for […]

Payment method: Authorized travelers can seek reimbursement for mileage, parking, and transportation costs using either the Travel Reimbursement & Expense Report (TRER) Form or the Mileage and Transportation Reimbursement (MTR) Form. The nature of the travel determines which form to use. This applies to both employee and non-employee travel for valid university purposes. When to […]

Instructions on how to pay for non travel reimbursements. Payment method: Use an Employee/Student Direct Pay Request (ESDPR) if the recipient is a: For payments to non-student/non-employee vendors, use the electronic check request (eCR). Rationale and other considerations: Payment of non-travel reimbursements of expenses incurred (and not for services performed) should be initiated by submitting […]

Instructions on how to pay for other travel related expenses. Payment method: Use a Travel Reimbursement and Expense Report Form to request reimbursement of taxi, ridesharing services, train, bus, ferry, toll expenses, tips/gratuity, or other related expenses incurred while traveling on University business. This applies if the traveler is a: Other acceptable payment methods include […]

How does Concur handle expenses incurred in a foreign currency? Purpose: Effective August 8, 2024, international travel will be managed in Concur, which automatically converts expenses incurred in a foreign currency to U.S. dollars using the appropriate exchange rate. Last Updated: September 12, 2024

Purpose: This form is for non-employees and students to request reimbursement for miles driven using a personal vehicle as well as parking, ride sharing, light rail or transit pass expenses. All business miles will be reimbursed at the IRS Standard Business Mileage rate, which is subject to change periodically (note that the rate changed, effective […]

Purpose: Complete this form for actual missing receipts that include the “5 Ws” (Who, What, When, Where, and Why) in the purchasing card comments or on the reimbursement request (e.g., Travel Expense Report, ESDPR). Note that the Travel or Purchasing Card staff may still request that the payee attempt to obtain a more detailed receipt […]

Purpose: Use this form to request authorization to stay in a 3rd party establishment. Requests must be submitted no less than two weeks before the travel dates. Contact Email: travel@charlotte.edu Last Updated: March 6, 2019