Navigating Concur

Important Reminders about Concur

Reconciliation Deadlines

• Expense reports must be submitted within the following timeframes: 
  • Non-trip related expenses (a business meal in Chapel Hill or similar): 30 days from transaction. 
  • Pre-trip-related expenses (airfare, conference fees, etc.): 30 days from transaction.
  • Trip expenses (hotel, business meals, and other qualifying expenses): 30 days after returning from the trip.
  • Expenses not reconciled within 60 days will be taxable to the employee.
  • Expenses not reconciled within 180 days will NOT be reimbursed at all.

Reimbursements

• UNC does not reimburse NC Sales Tax. You MUST make sure to ask for tax exemption while traveling in NC. Concur will deduct the amount of tax from your next paycheck if tax is charged on the transaction. 
• Do not purchase personal meals using your T&E card. Meal reimbursement is handled after the trip using the Travel Allowance drop-down when creating the Expense Report. Learn how to add Travel Allowance to your Expense Report.
• UNC does not reimburse insurance of any kind while traveling domestically.
• UNC does reimburse health-related travel insurance while traveling abroad.

Receipts & Purchases

• All purchases over $15.00 require an itemized receipt for reconciliation. View the Receipts section of Making Purchases with University Funds QRC for more details.
• View the Pcard versus T&E card allowable transactions QRC for information on appropriate purchases.
• Do not purchase personal meals using your T&E card. Meal reimbursement is handled after the trip using the Travel Allowance drop-down when creating the Expense Report. Learn how to add Travel Allowance to your Expense Report.

A&S Travel Funds

• If you plan on using Arts&Sciences Travel Funds for any portion of your trip, notify the department Accounting Tech. These funds can only be used for conferences or music exhibitions of a non-commercial nature and require Dean’s Office approval

International Travel 

All international travel is subject to additional approval. View the University Travel Policies before planning your trip.

• Complete the International Travel Approval form under Faculty, Staff, and Post-Doc Travel on the site listed above. 
  • Once completed, it will need to be approved by the Department Chair.
  • If travel is to a Level 3 or Level 4 country, further approval is required from Global Affairs. 
  • Attach the completed and signed approval form to the travel request in Concur. 

Travel Requests 

A travel request must be submitted prior to travel involving one of the following: airfare, hotel, or travel allowance (meal-per-diem) reimbursements.

• To create a new travel request: 
  • Login to Concur and click the plus sign labeled “New” and then “Start a Request.” 
  • Fill out all fields labeled with an asterisk, including the business unit (UNCCH) and department ID (310300). Then “Create Request.”
  • Add any anticipated expenses, such as transportation and lodging expenses, by clicking the “Add Expense” button and scrolling to find the appropriate option. Once all anticipated expenses are added, submit the request for approval. 
  • Note: The anticipated expenses don’t need to be exact, a ballpark estimate is good enough. 
• Approval is required before booking third-party lodging for your travel (Airbnb, VRBO, etc.). Complete the Non-Hotel Authorization Form and email it to travel_team@unc.edu. It must show clear cost savings to the university or extenuating circumstances preventing hotel lodging.
  • Upload the approval email to the Travel Request.
• Once the Travel Request has been approved, you may book your flights in Concur or with a World Travel Agent and/or use your T&E card to book hotel rooms and other pre-travel expenses. See Appropriate Uses of University Cards under Making Purchases with University Funds QRC for the appropriate use of your T&E Card.

Booking Flights 

Once the Travel Request is approved, you may book your flight in Concur or by contacting a UNC World Travel Agent. 

• View details on how to book a flight in Concur. 
  • The Concur booking tool can be accessed via the Concur home page. 
• To book with a UNC World Travel Agent: 
  • Contact a World Travel Agent to assist with booking at uncch_travel@worldtravelinc.com or at 877-602-4950.
  • The approved travel request code in Concur (found by the report name) will be required by the agent.
• All flights must be coach/economy/main cabin fare. 
• Upgraded airfare is allowed under the following circumstances: 
  • Intercontinental Travel, up to and including business class
  • Non-stop flights that exceed 8 hrs in duration, up to and including Business Class
  • Domestic Travel with a major donor or dignitary

International Travel 

All international travel is subject to additional approval. View the University Travel Policies before planning your trip.

• Complete the International Travel Approval form under Faculty, Staff, and Post-Doc Travel on the site listed above. 
  • Once completed, it will need to be approved by the Department Chair.
  • If travel is to a Level 3 or Level 4 country, further approval is required from Global Affairs. 
  • Attach the completed and signed approval form to the travel request in Concur. 

Expense Reports 

An expense report is used to handle T&E card reconciliation and travel reimbursement. 

• To create a new expense report: 
  • Login to Concur and click the plus sign labeled “New” and then “Start a Report”. 
  • Fill out all fields labeled with an asterisk, including the business unit (UNCCH) and department ID (310300). Then “Create Report”. 
  • To add expenses charged to your T&E card, click “Add Expense” then on the transaction you wish to include under “Available Expenses.”
  • If you wish to add any expenses for reimbursement, click “Add Expense” then “Create New Expense” and scroll to find the appropriate option.
    • Adding receipts to an expense 
  • Once you have added all expenses to the report, resolve any red warning signs that appear next to the expenses. Common warnings include uploading receipts, itemizing transactions, and including attendees on business meal expenses. 
  • Once all red warning signs are resolved, submit the report for approval. 
• Pre-approved travel requests must be linked to an expense report that includes Airfare, Hotel, and/or Travel Allowance reimbursement.  
  • When in the report, go to “Report Details” → “Manage Requests” → then add the applicable travel request. 
  • View more details in Linking an Approved Travel Request to an Expense Report.
• Expense reports must be submitted within the following timeframes: 
  • Non-trip related expenses (a business meal in Chapel Hill or similar): 30 days from transaction. 
  • Pre-trip-related expenses (airfare, conference fees, etc.): 30 days from transaction.
  • Trip expenses (hotel, business meals, and other qualifying expenses): 30 days after returning from the trip.
  • Expenses not reconciled within 60 days will be taxable to the employee.
  • Expenses not reconciled within 180 days will NOT be reimbursed at all.