Effective Date: 1/23/2024

Responsible for Content: OPA

1. Description
   This SOP describes how departments can assist postdocs with travel related expenses when funds are available for business travel.
2. Rationale
   Clear process will alleviate out of pocket expenses for temporary employee HR classification Postdoctoral Fellow/Trainee, Postdoctoral Scholar and Postdoctoral Research Associate.
3. Procedures for Postdoctoral Travel
   1. Departmental P-Cards can be used for Conference Registration
      Department administrators can charge postdoc conference registrations to the administrators p card. The p card default chartfield string will need to be updated/reconciled to the appropriate chartfield string for the registration. Common funding types include F & A, State, Trust, and sponsored project chartfield strings.
      Paying for Traveler Expenses: Paying for Traveler Expenses by Traveler Type
      Policy Reference: Policy 1252 – Small Order Purchase via P-Card
   2. Airfare and Hotel can be purchased through Concur
      Airfare and hotel can be booked in Concur for postdoc travel. The postdoc will need to book under their own Concur travel record. A pre-travel request will need to be created in Concur and approved before traveler can book airfare and hotel. When booking airfare, the traveler may pay using the University’s Airfare Direct Bill Card. The transaction will import into the traveler’s Available Expenses within 3-5 business days for reconciliation. The transaction must be assigned to a pre-trip expense report and the report must be submitted for approval within 30 days of the date of purchase. Once travel is completed, the postdoc will need to create a post-trip expense report to submit all out of pocket expenses for reimbursement. Both reports must be created from the travel request in order for the request and report to be linked.
      Paying for Traveler Expenses: Paying for Traveler Expenses by Traveler type
      Pre-travel approval, travel booking and travel and business entertainment expense reimbursements: Concur
   3. Travel advance for travel can be requested through the Travel Team to cover ground transportation, hotel and food (per diem) for postdocs
      Travel advances can be requested if needed for travel related request. Please discuss details of travel advances with department administrators and the travel office prior to business travel. Please note unspent funds from the travel advance will need to be returned to the University if not spent. To request a travel advance, contact the UNC Travel Office and provide information regarding the upcoming trip. Please provide as much detail as possible in the travel advance justification. This request needs to be submitted with enough time to be processed using Concur. Once you have received approval from the UNC Travel Office, the amount of the travel advance must be added to your Travel
      SOP for Postdoc Travel
      Effective Date: 1/23/2024
      Responsible for Content: OPA
      Request prior to submitting the Request for approval. This feature will not automatically be enabled
      and is typically only available after approval from the travel team.
      Policy Reference
4. Techical Assistance Information
   Contact for Questions:
   The department business manager is the first contact for travel questions. Additional contact
   information is below.
   UNC-Chapel Hill Travel Services
   Hours: Monday-Friday, 8:00 a.m.-5:00 p.m. EST
   Concur Help:
   All other travel questions: [email protected]
   Phone: 919-962-0210
   https://finance.unc.edu/services/travel/
   Policy on Business Travel: 1501 – Policy on Business Travel

Concur Support Desk

For assistance with Concur Request or Expense, please visit the Concur Support Desk to create a request for help. Questions regarding Concur Travel and assistance with booking travel will still be provided by World Travel, Inc. The Designated Agent Team can be reached Monday through Friday from 8 a.m. to 8 p.m. EST at 877-602-4950 or via email at [email protected].