Guest Travel

A “guest” is anyone who is not associated with the university, including students who have not accepted. The first step is always to make sure they are a supplier (aka vendor).

Airfare

The traveler must be a supplier before they contact the travel agency.

Process the airfare through Web Travel.

UNC will only pay for economy airfare. Exceptions are listed at the UNC Policy on Transportation Expenses.

You Will Need

Name
Vendor ID
Current Address
Itinerary incl. ticket cost
Purpose of Trip
Chartfields

Procedure

1. The traveler should contact World Travel, provide their itinerary, and obtain a ticket cost estimate. The traveler will need their vendor ID and the Department number. They can give the travel agent your contact information. Make sure the traveler understands that the agent can only hold the ticket 24 hours, so it’s best to start this process in the morning and not on a Friday.
2. The travel agent or traveler should contact you with the estimated ticket cost.
3. To create the airfare request, see the procedure in the Web Travel manual.
4. Save the request. Contact the account manager who oversees the funding and ask them to approve the request.
5. Once you have approval, call or email the travel agent and give them the approved C number.
6. The travel agency will complete the ticketing on their end and send the e-ticket to the traveler. The account will be billed automatically and you need take no further steps.

Other Expenses

Advances and reimbursements must be done as a voucher. The traveler must be a supplier.

You Will Need

Name
Vendor ID
Current Address
Receipts (for reimbursement)
Purpose of Trip
Chartfields

Procedure

1. Establish the the meal, transportation, hotel and alcohol policies being applied to the traveler. For example, ESE-sponsored events should make it clear to guests ahead of time what costs we will cover and at what rates.
2. Establish the traveler as a supplier.
3. Create a cover sheet showing each receipt amount and what the receipt is for. The receipts must add up to the total you’re requesting.
   • Alcohol – make absolutely sure we are supposed to be covering alcohol charges. If we are, then make sure the alcohol charges go on ESE’s alcohol trust account, which is the only account we can use to reimburse those charges.
   • Lodging – We must have the itemized receipt. Food and other amenities should be taken off the total. (Cross them off the bill and adjust the total at the bottom.) Phone calls and internet connections are allowed, but use your judgment.
   • Food – Per diem is not allowed. We can only reimburse meals per receipt. Credit card receipts are not sufficient.
   • Transportation – Assuming we have not placed limits, simple receipts will suffice. For taxis and the like, it’s best if we know the source and destination of the taxi ride. If we are reimbursing mileage at all, use the cover sheet to state how many miles, the source and destination, and the rate used.
   • Registration/Other – Receipts for everything!
4. Create a voucher request.

Categories/Accounts

Resources

Web Travel Manual
Planning for events and visitors