Travel

Other Reimbursements (Non-Travel), How to Pay

Instructions on how to pay for non travel reimbursements. Payment method: Use an Employee/Student Direct Pay Request (ESDPR) if the recipient is a: Current UNC Charlotte employee Student 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) […]

Fuel for Vehicle, How to Pay

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 […]

Registration Fees, How to Pay

Payment method: The preferred method for prepaying for registration fees to conferences and non-conference events associated with University-related business is to use a University-issued Purchasing Card (P-Card). Other allowable methods include: Submit a Travel Reimbursement and Expense Report form Rationale and other considerations: Registration fees associated with conferences and non-conference events related to University business […]

Other Travel-Related Expenses, How to Pay

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 […]

Travel Expense Calculator – Currency Conversions

Travel Expense Calculator – Currency Conversions Track your expenses when traveling abroad and making purchases in different currencies. This simple tool uses historical rates to calculate foreign exchange charges so you won’t have to. You can even save your progress online and print a report. Last Updated: January 14, 2019

Travel Reimbursements – Federal Subsistence Amounts, US State/Defense Department

Travel Reimbursements – Federal Subsistence Amounts US Department of State – Offices of Allowances Last Updated: September 5, 2019

U.S. Department of State – Current Travel Alerts

U.S. Department of State – Current Travel Alerts As a first step in planning any trip abroad, check the Travel Advisories for your intended destination. You can see the world at a glance on their color-coded map. Last Updated: January 14, 2019

Missing Receipt Affidavit

Categories: Forms, Resources Tags: Travel

UNC Charlotte Missing Receipt Affidavit 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., TRER, ESDPR). Note that the Travel or Purchasing Card staff may still request that the payee attempt to obtain a […]

Third Party Lodging Authorization Request (Non-hotel lodging)

Categories: Forms, Resources Tags: Travel

Third Party Lodging Authorization Request (non-hotel lodging) 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@uncc.edu Last Updated: March 6, 2019

Mileage & Transportation Reimbursement (MTR)

Categories: Forms, Resources Tags: Travel

If you have 2023 mileage to submit for reimbursement, use the 2023 MTR form. Purpose: 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 […]