What to Do / Who / How to Do It
1 / Employee returns from an approved business tripand completes the Travel Reimbursement form / UNC Charlotte Employee /
- Assemble trip receipts and obtain the original Travel Authorization form with attached prepayment receipts from the Departmental Administrator.
- Complete a UNC Charlotte Request for Travel Reimbursementform. This form can be found on the Financial Services website under the Forms link. Note: A reimbursement form must be submitted to officially document travel expenses even if prepaid travel expenses are the only expenses incurred by the traveler.
- Attach the original Travel Authorization form, prepayment receipts, and additional travel receipts to the back of the Travel Reimbursement form.
- Consult the Travel Procedures Manual as needed for clarification on eligible travel expenses and reimbursement rates.
2 / Obtain appropriate approval signature / UNC Charlotte Employee /
- Prepare, review, and signthe Travel Reimbursement (TR) form.
- Obtain the supervisor’s approval.
- Submitthe TRand support documentation to theDepartmental Administrator.
3 / Obtain fund custodian signature / Departmental Administrator /
- Coordinate the review and approval from the fund custodian(s).
4 / Obtain second level approval signature / Departmental Administrator /
- Obtain second level approvalfor travel supported by General Funds when required.
- Second level approvers are listed on the Travel Office’s website; click<link>for access to the list.
5 / Obtain additional approvals for special funds if required / Departmental Administrator /
- Obtain approval from Treasury Serviceswhen utilizing the following funds: 12xxxx, 131xxx, 139000-139699, 6xxxxx, or 83xxxx.
- Obtain approval from Research Cost Management when utilizing the following funds: 5xxxxx.
- Obtain approval from the Tax Office when the traveler is a Nonresident Alien (NRA) or if the Travel Reimbursementform is submitted 90 days or more after the travel return date since the reimbursement has not met the timeliness standard and will be processed as taxable income to the traveler.
6 / Submit Travel Reimbursement form and support documents to Travel and Complex Payments / Departmental Administrator /
- Submit the Travel Reimbursement packet to Travel and Complex Payments located in 418A Reese.
7 / Review and process Travel Reimbursement request / Travel Payment Specialist /
- Review the Travel Reimbursement packet and support documentation for compliance with University travel policy and procedures.
- Resolve any problems with the Departmental Administrator and traveler.
- Process the reimbursement in the University’s financial system if an amount is due to the traveler.
- File the approved and processed reimbursement and retain in accordance with document retention guidelines.