College of Arts and Sciences Business Operations

Updates to Web Travel

The following message is being forwarded to all administrative managers in the College of Arts and Sciences with a copy to the CAS Accounting Tech listserv

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To: Campus Unit Finance Leads, University Business Managers, Web Travel Users From: Rebecca Spanos, Director, Travel and Payment Card Services Subject: Updates to Web Travel

Travel Services has recently made the following updates to Web Travel processes:

Round-trip mileage over 350 miles

When entering a mileage reimbursement which exceeds 350 miles round trip, please ensure the total mileage is entered as one expense. Doing so will allow the system to properly calculate the reduced mileage rate as outlined in Procedure 1501.4 on Ground Transportation Expenses including Mileage Rates .

Mileage reimbursement for day travel

Multiple mileage expenses for day travel may only be submitted in one-month increments. Doing so will allow the system to more accurately evaluate the expenses for taxability as outlined in Policy 108 on IRS Accountable Plan . Submissions which include mileage spanning more than one calendar month will be sent back for correction.

Travel Advances for Web Travel users

The University is no longer utilizing Web Travel to issue travel advances. This change is being made to better support Policy 108 on IRS Accountable Plan . If a Web Travel user needs to request a travel advance, please submit a help ticket to the Concur Support Desk . The ticket should include the following information:

  • Traveler’s name
  • Traveler’s PID
  • Department ID which the trip will be charged to
  • Employee who will act as the traveler’s delegate in Concur
  • Employee who will act as the traveler’s travel assistant (if different than delegate)

Once received, the Concur Support Desk will create access for the traveler in Concur including the ability to request a travel advance. The traveler will follow the processes in Concur for this trip including submitting a travel request, booking airfare via Concur Travel (or the agents at World Travel, Inc.) and submitting an expense report. Upon completion of the final expense report for the trip, the traveler’s profile in Concur will be deactivated and they will continue to use Web Travel for future trips.

For questions on these changes, please contact the Travel Team at [email protected] for more information.

Visit  Finance and Budget Communications  to manage your University Business Manager group subscription. To request that a message be sent to the group, email  [email protected] .

Stephanie Berrier  (she/her/hers)

Director of Communications and Marketing

Finance and Operations | Institutional Integrity and Risk Management

Service Center of Excellence

Division of Finance and Operations, UNC-Chapel Hill

104 Airport Drive | CB #1900 | Chapel Hill, NC 27599

p: 919.962.9724 | m: 919.932.3401

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UNC Global Affairs

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International Travel

Consistent with UNC System guidance, University-related international travel requires prior approval. Travelers should familiarize themselves with conditions in destination countries:

  • U.S. State Department – Travel Advisories: Travel Advisories (state.gov)
  • CDC Travel Health Notices: Travel Health Notices | Travelers’ Health | CDC

Approval is required only for university-related travel, not personal travel.

Personal travel is:

  • travel for reasons not associated with employment or education abroad activities with the university
  • travel before or after university related business travel or education abroad programs for visiting friends or family, independent cultural exploration and sightseeing, volunteer opportunities, or other interests.

International Travel Approval forms will be returned if they are incomplete, including box #4 for advancement of the university’s mission, and a signature for the Assumption of Risk.

Request Approval for University-Related International Travel

Faculty, staff and post-doc travel, 1. download and complete the international travel approval form ., 2. obtain designated approver signature on the international travel approval form..

  • Designated approvers include Deans, Department Chairs, Division Chiefs, Center and Area Directors

3. Upload the approved International Travel Approval form into Concur.

* complete these additional steps if you are faculty or staff traveling with undergraduate students:.

  • Register your group of students in the HeelsAbroad portal .
  • Complete required  Faculty Program Director Health & Safety training in Carolina Talent .

If you are traveling to a Level 1 or Level 2 country and your designated approver has approved, YOUR TRAVEL IS APPROVED. Upload your form into Concur and proceed with your travel planning.

If you are traveling to a Level 3 or Level 4 country and your designated approver has approved, your request will be reviewed in Concur by the Office of the Vice Provost for Global Affairs. Once you see an approval in Concur, your travel is approved.

If your request requires additional levels of review, you will receive an email from Jill Wilhelm and Kim Priebe. For questions, please email Jill Wilhelm at [email protected] .

Graduate Student Research Travel

1. obtain approval from your advisor.

Have your advisor complete the  Advisor Approval Form.

2. Submit requests through Rapid Admin Service Request (RASR).

Under the Graduate School tab, under Travel , select “Graduate Student Request for International Travel.”

In RASR, international travel must be approved by the graduate student’s:

  • Department chair or director of graduate studies
  • Appropriate senior administrator (school dean or dean’s designee, typically a senior associate dean)

By approving the request, the dean or senior administrator is affirming that they have determined that the articulated benefits to the University outweigh the risks associated with the travel.

You may follow the approval process of your request in RASR under the MY RASR Form Submission (blue tab).

For RASR access issues or questions, email Julie Montaigne.

Travel to Level 3 and Level 4 destinations often requires additional time. Please email Jill Wilhelm if you have questions.

School of Medicine: Faculty, Staff, and Post-Doc Travel

2. obtain designated approver signature on the international travel approval form..

  • Designated approvers include Deans, Division Chiefs, Department Chairs, and Center and Area Directors

School of Medicine: Medical Student, Resident & Fellow Travel

1. som approval.

Complete the School of Medicine International Travel Approval form and obtain approval from the appropriate School of Medicine official. The form must be signed before uploading it to RASR.

  • Approver for medical students is the Dr. Alice Chuang, Associate Dean for Student Affairs.
  • Approver for residents and fellows is the Dr. Kerry Thomas, Designated Institutional Official.

By approving the request, the Associate Dean or DIO has determined that the articulated benefits to the University outweigh the risks associated with the travel.

2. Submit approved request through Rapid Admin Service Request (RASR).

Study abroad programs.

UNC-Chapel Hill is successfully administering study abroad programs through the Study Abroad Office and Kenan-Flagler Business School.

Students participating in a UNC study abroad program do not need to submit an individual request for a travel exception. For study abroad, approval is sought and granted for the program, and all student participants in the program are covered.

Faculty and staff traveling with students on an approved study abroad trip must submit the International Travel Approval form and have their travel approved in Concur, as outlined in the Faculty, Staff, Post-Doc travel section above. All faculty and staff leading study abroad programs are also required to complete an online health & safety training prior to departure.

Undergraduate international travel outside study abroad

All travel will be reviewed for academic merit and risk and must be approved by the provost before any funding may be released or travel proceeds. Travel will only be approved to countries with a U.S. Department of State Level 1 or 2 Travel Advisory.

Students Traveling Independently

Undergraduate students may initiate a request for approval of their independent education abroad activities through the HeelsAbroad portal administered by the Study Abroad Office: https://go.unc.edu/independent-edabroad . A complete request for approval must be submitted no later than 45 days prior to the student’s departure date.

Students Traveling with UNC Faculty/Staff

Students who plan to travel internationally with two or more students and a faculty or staff member on not-for-credit experiences must register their travel after their faculty leaders have received notification of approval. The Study Abroad Office will contact students directly with more information about how to register.

Other Travel

At this time, no exception process exists for other categories of travel. Please email Jill Wilhelm at [email protected] .

Deans and other designated officials weighing whether the benefits to UNC-Chapel Hill of the proposed travel outweigh the risks should review International Travel Guidance (updated May 11, 2023).

International Health and Evacuation Insurance

Students, faculty, and staff are required to have international health insurance coverage when traveling abroad on University-affiliated business.

After approval and prior to travel, please contact Janet Hoernke in  Risk Management Services and Mission Continuity (+1.919.962.6681; [email protected] ) to be enrolled in the required Travel and Study Abroad insurance . A copy of your International Travel Approval form will be needed. (Students on education abroad programs will be automatically enrolled by their school/college administrator.)

Students and faculty/staff leading study abroad programs are authorized to access the UNC System group GeoBlue insurance policy for personal travel for up to 30 combined days before or after university-related travel.

For any questions, please contact Janet Hoernke at +1.919.962.6681.

Relevant Travel Policies

Policy concerning global study, travel and research.

Currently, the restrictions and special procedures regarding University-affiliated travel as described above supersede the provisions outlined in the legacy Policy Concerning Global Study, Travel and Research.

Office of State Budget and Management (OSBM) Budget Manual

As a State agency, UNC Chapel Hill is subject to the Office of State Budget and Management’s (OSBM) policies.

  • 5.2.29 Authorization for Out-of-Country Travel (for employees): All out-of-country travel must be authorized by the agency [university] head or such department official designated by him or her.
  • 5.5 Travel Policies for Non-State Employees [non-employees (5.5.1) and post-secondary students (student employees and non-employee students) (5.5.2)]:  Traveling on state business whose expenses are paid by the State are subject to state regulations.

UNC Chapel Hill Policy on Business Travel

This policy was created to ensure compliance with state and University regulations; establish guidelines for approval, control and accounting for employees and others who travel on University business; and ensure fairness for both the traveler and the University.

View full policy: 1501 – Policy on Business Travel.

Additionally, UNC Finance & Operations provides information about using the web travel system, travel authorizations, travel reimbursements, airfare requests, the business travel card program and related forms on the Travel Services website.

Policy on Export Controls

If you are traveling outside the country, sending items overseas, inviting a visiting scholar to your lab on campus, or related activities, then export control regulations likely apply. Export controls are federal laws that govern the transfer of items, materials, equipment, commodities, biologics, software, encryption, and/or technical information to foreign nationals, wherever located. Many University activities fall under these very comprehensive regulations, and violations of these laws carry both individual liability and significant penalties.

The UNC-Chapel Hill Export Compliance Office is here to help UNC faculty, staff, students, and other personnel navigate through U.S. export controls. The Export Compliance Office is committed to supporting the University’s global mission, as well as our extraordinary foreign national population on campus. Please contact [email protected] with questions or for help with your international engagements.

View full policy .

Emergency Communications

Carolina faculty, staff and students who experience an emergency while traveling abroad on University business should contact UNC Police at +1.919.962.8100 .

UNC Police is first in the chain of response. Students should ask UNC Police to contact the dean of students on call to find the appropriate resources for assistance. UNC Police will assist faculty and staff with identifying a human resources administrator or Employee Assistance Program officer who can help coordinate support.

For emergency evacuation and other 24/7 health insurance assistance, call GeoBlue collect from outside the U.S. at +1.610.254.8771, toll free within the U.S. at +1.844.268.2686, or via email at [email protected] . In an emergency, seek appropriate medical care immediately, and then call GeoBlue. Insurance coverage must be purchased in advance of travel.

Web Request Blocked

Your request has been identified as a security risk and has been blocked by TeamDynamix. If you believe the request is valid, please report the blocked web request. You'll need to include the Blocked Request Url and Support ID in your report.

ConnectCarolina User Information

Updates to Finance Access Form with New Travel Options

By Ellen Pautler

Email Communication

  • Send Date : July 23, 2021
  • From: ConnectCarolina Communications
  • To: Access Resource Coordinators
  • Subject: Updates to Finance Access Form with New Travel Options

Hello Access Request Coordinators,

We have updates for you about changes to the Finance ConnectCarolina and Related Applications Finance access form regarding:

Travel and Expense Card

Concur travel system.

We have added a new Section to request a Travel and Expense (T&E) Card.  The T&E Card Application needs to be included with every request for a new T&E Card.  The T&E Card Application does not include the Accountholder Agreement Form; this is different from the P-Card application.

The Concur Travel System section has been added to request any special access needed in the Concur Travel System.  User access is automatically created and does not need to be requested.  You only need to use this section if someone needs access beyond the typical user access. Use the space on the form to list the access that they need.

The Web Travel section has been updated to reflect that after August 3, Web Travel will only be used for Student and Guest travel.  Faculty and staff travel will be handled through Concur Travel.

You can find the new form on CCInfo.unc.edu . Click Get Access > Access Request Forms and download the current form. We recommend that you replace any copies of the form you’ve saved locally.

Don’t hesitate to reach out if you have any questions about the updated form or the ARC process.

The ConnectCarolina Team

Announcing the launch of the new Travel and Expenses web pages

By Christine Shia

To: University Business Managers, Campus Unit Finance Leads, Res_Info Listserv, Research Administration Support Group (RASG) Listserv From: Steve J. Agostini, Associate Vice Chancellor for Finance and Budget, Rick Wernoski, Sr. Vice Provost for Business Operations, Office of the Executive Vice Chancellor and Provost

We are excited to launch the new travel.unc.edu web pages, which have a new look and functional navigation to provide an easier way for you to learn about pre-travel and post-travel planning, policy and reimbursement. Today’s launch is the result of months of dedicated work from campus partners, Travel Services staff and the Operational Excellence team.

The new, user-friendly travel and expense pages replace the former travel information web page, so please update your bookmarks, particularly if you use our Allowances guide! Though the design, organization and travel guides are new, our travel policies and processes are still the same .  We just streamlined and organized the information based on requests from University travelers and University staff who process travel. In addition to new pages dedicated to booking travel, reporting expenses, understanding policy and traveler responsibilities, the campus-wide design team created a Quick Reference Guide and a Travel Checklist that are online and also available as PDFs that you can print and take with you. We encourage you to explore the new web pages for yourself!

ESE Administrative Services Handbook

This site is for the Department of Environmental Sciences and Engineering only. Do not follow these instructions if you are not in this department.

International Travel

Requesting permission to travel.

UNC is not currently allowing university-related travel outside of the US. To request an exception, see the Gillings Global Travel Kit .

COVID testing

Please make sure you are compliant with State Dept policy on international air travel.

UNC Global’s Travel Information page

Traveling on Grants

Make sure your grant allows for international travel. If it’s not explicitly written into the budget, the budget will have be revised.

If it is a federal grant, you must fly into and out of the country on a US-owned/flagged airline. Tell World Travel that you must comply with the Fly America Act . There is a cheat sheet that lists exceptions . If you meet one of the exceptions and do not fly on a US-owned airline, you must fill out and include a waiver with the rest of your documentation.

Instructions

Follow the instructions except for travel insurance (see below).

Travel Insurance

Faculty and staff should fill out form 1409.1.1f (up through the “Insured Status” column) and give it to whoever is helping you with your travel. This allows the department to pay directly so you don’t go out of pocket. Please include both the city and country you are traveling to under “Host Country.”

Student instructions will depend on how the travel is being processed; see Student Travel .

If you are traveling to multiple destinations, each should have its own line in the spreadsheet.

There’s more information on travel insurance, what it covers, and what it costs at the Finance Policy page .

Export Control

If you plan to take research supplies with you, this is considered an export by US law. This includes your laptop, tablet or other electronic storage devices. You may not travel with laptops containing controlled information, including technology data or blueprints. Any technology you take must remain under your control the entire time. Contact the Export Control Officer for assistance with traveling with university laptops or research supplies.

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College of Arts and Sciences

Tag: travel

Testing the waters.

Geological sciences doctoral student Julianne Davis studies the movement of mud and sand through subarctic rivers and lakes

IMAGES

  1. Web Travel

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  2. Web Travel

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  3. Web Travel

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  4. UNC Area Studies Centers Support Virtual Global Collaboration in UNC

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  5. Help Our Students Travel (HOST) Program

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  6. UNC Business Virtual Tour by The University of North Carolina at Chapel

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  5. Firozabad Railway Station, UP, India #reels #trending #viral #explore #india #indianarmy #firozabad

  6. Surfing Paradise Exploring the World's Top 10 Surf Trips in Siargao

COMMENTS

  1. Travel and Expenses

    Finance and Budget 104 Airport Drive Chapel Hill, NC 27599 Phone: 919-962-1370 Fax: 919-962-4140 More Contact Information. Staff Directory

  2. Web Travel

    WebTravel. WebTravel is for student and guest travel only - see Concur for faculty and staff travel. Central Airfare Billing System (CABS) requests are processed within WebTravel (accessed via ConnectCarolina ). Collect the traveler's information via this CABS Travel Request Form (this form will help you fill out the fields in WebTravel and ...

  3. Updates to Web Travel

    Travel Advances for Web Travel users. The University is no longer utilizing Web Travel to issue travel advances. This change is being made to better support Policy 108 on IRS Accountable Plan. If a Web Travel user needs to request a travel advance, please submit a help ticket to the Concur Support Desk. The ticket should include the following ...

  4. Web Travel to Concur: Travel Reimbursement Transition

    For most travel which begins on or after Aug. 3, reimbursement requests will be processed in Concur. There are a few factors which could influence the process, such as: and/or use of the Travel & Expense (T&E) Card beginning on Aug. 3. A cutoff deadline to submit outstanding reimbursement requests in Web Travel will be announced at a later date.

  5. PDF DISBURSEMENT SERVICES

    Web Travel. Purpose: The Web Travel system is an electronic solution for departments to submit for approval and generate payment for affiliate: Registrations, Travel Cash Advances, Travel Cash Advance Reconciliations, and Travel Reimbursements. Using the Airfare option, Web Travel is also used to reserve, ticket, and pay for airline tickets for ...

  6. Travel Expense Authorization and Reimbursement

    Concur Travel. An online travel booking tool that will allow you or your travel assistant to book a flight, hotel and car. Concur Expense. Say goodbye to manual reporting and lost receipts. Concur Expense will allow travelers to capture their spend from multiple sources, automatically capturing receipts and speeding up the reimbursement process.

  7. PDF WebTravel Reference Guide

    World Travel, Inc (WTI) Contact Info • UNC Travel & Expenses page • SPH Global Travel Toolkit • Business Travel FAQs • Traveler Responsibilities, Travel Guide, and Travel Checklist • Paying for Travel Expenses by Traveler Type • Travel Allowances, Mileage and Per Diem Rates • Currency Converter (OANDA) Traveler Processes

  8. International Travel

    Students, faculty, and staff are required to have international health insurance coverage when traveling abroad on University-affiliated business. After approval and prior to travel, please contact Janet Hoernke in Risk Management Services and Mission Continuity (+1.919.962.6681; [email protected]) to be enrolled in the required Travel and ...

  9. Web Travel and Process Changes

    These three items will now be required to complete all CABS airfare requests and must match the information provided in Web Travel. For more information on the Airfare Request process (CABS), please visit the Travel and Expense Services website. Any questions should be directed to Rebecca Spanos, Travel and Payment Card Services Manager, at ...

  10. 1501.2

    The amount due by the traveler in Web Travel must be received by Travel Services before the Reimbursement can be reviewed. If the travel event occurs and the traveler utilized the entire cash advance, the traveler must submit an Expense Report in Concur or Travel Reimbursement in Web Travel within 30 days of the trip end date to reconcile the ...

  11. Updates to Finance Access Form with New Travel Options

    The Web Travel section has been updated to reflect that after August 3, Web Travel will only be used for Student and Guest travel. Faculty and staff travel will be handled through Concur Travel. You can find the new form on CCInfo.unc.edu .

  12. University Benefit via Web Travel

    Travel insurance: Fill out form 1409.1.1f (up through the "Insured Status" column) and give it to your travel contact. This allows the department to pay directly so you don't go out of pocket. Please include both the city and country you are traveling to under "Host Country." Registration. UNC can pay your registration directly.

  13. PDF WebTravel Reference Guide

    World Travel, Inc (WTI) Contact Info • UNC Travel & Expenses page • SPH Global Travel Toolkit • Business Travel FAQs • Traveler Responsibilities, Travel Guide, and Travel Checklist • Paying for Travel Expenses by Traveler Type • Travel Allowances, Mileage and Per Diem Rates • Currency Converter (OANDA) Traveler Processes

  14. Student Travel

    Travel for University Benefit via Web Travel. Contacts. If you need help, please contact the appropriate person below: Group Travel Contact Email; COFIRES / Characklis Lab: Deb Simone: [email protected]: ESE: Robin Whitley: [email protected]: IEHS / Fry Lab: Deb Simone: [email protected]: OSHERC/NIOSH training grant (Nylander-French) Julie ...

  15. Faculty/Staff Travel

    See UNC Travel Services' Get Started page for your responsibilities and a helpful checklist. Things to Keep in Mind. When you create a request or expense report, please include your last name, the conference name/destination, and the beginning trip date. Items like supplies, local hiring, etc are usually not considered travel expenses.

  16. WebTravel

    WebTravel is the University of North Carolina's travel system used for student and guest travel only. The SOM Concur Work Group has created resources to help students and guest to request travel as well as an administrator's checklist to ensure policy and procedure is followed during the approval process. If you have questions about these ...

  17. Travel Prompter (pre-trip)

    Students: You must have a complete ESE Student Pre-Authorization Travel Form before using this form. Student travel will either be processed through GradStar or the old Web Travel system. This form should only be used before a trip and only to request airfare, registration, or a travel advance. (This will determine who the travel request is ...

  18. Travel

    UNC is not currently allowing university-related travel outside of the US. See the Carolina Together Travel Guidelines for detailed policies, including how to request an exception. International travel MUST go through Gillings first. Faculty and Staff Travel. Student Travel.

  19. Announcing the launch of the new Travel and Expenses web pages

    We are excited to launch the new travel.unc.edu web pages, which have a new look and functional navigation to provide an easier way for you to learn about pre-travel and post-travel planning, policy and reimbursement. Today's launch is the result of months of dedicated work from campus partners, Travel Services staff and the Operational Excellence team.

  20. International Travel

    Travel Insurance. Faculty and staff should fill out form 1409.1.1f (up through the "Insured Status" column) and give it to whoever is helping you with your travel. This allows the department to pay directly so you don't go out of pocket. Please include both the city and country you are traveling to under "Host Country.".

  21. travel Archives

    Tag: travel Testing the waters. March 21, 2024. Geological sciences doctoral student Julianne Davis studies the movement of mud and sand through subarctic rivers and lakes. James W.C. White, Craver Family Dean Dean's Office/Information 919-962-1165 [email protected]. UNC College of Arts and Sciences Campus Box 3100 205 South Building

  22. PDF WebTravel Reference Guide

    • Review the Travel and Expenses and/or International Travel pages to understand University policies and procedures. • UNC can pay for stud ent airfare, registration, and hotel directly if the travel is for the University's benefit. • UNC can pay for guest airfare and hotel directly if the travel is for the University's benefit.