Web Travel
When to Use
Web Travel should only be used for:
- Guest airfare
- Student travel, when it is determined that the department benefits more from the travel than the student does.
Procedure
Students
- Send the student to the Travel page for students. They will need to follow the instructions on that page.
- When the student sends the pre-travel prompter, use their PID to see if they are in the supplier database. If they are not, you will need to add them.
Guests
Check to see if the guest is in the supplier database. If they are not, you will need to add them.
Airfare
Traveler’s Responsibility
The traveler, student or guest, will need to:
- Contact World Travel to arrange a flight. (They will need their ID number and to tell them that UNC is paying.)
- Communicate the itinerary and cost to you.
Creating the “C” Number
- Go to Web Travel via Connect Carolina.
- Click on the Start tab.
- Select the Document Type. (Web Travel is your only option.) Click Start.
- For students, enter their PID. For guests, enter their Supplier ID number (VID). Click Search.
- Confirm the information is correct. Click Verify.
- Enter the requested travel details (dates, city/state, purpose, etc.)
- Choose Airfare. (For guests, this will be the only option.)
- Use the itinerary to fill in the missing information. Remember to add $27 to the overall cost to cover World Travel’s fee. Save.
- Click the magnifying glass next to the chartfields. Fill in and save the chartfield information. Be careful, as the system cannot check this for accuracy.
- Ignore the vendor name/address. Save.
- Submit for approval. Contact the approver in the system.
- Once it is fully approved, contact the traveler/World Travel with the Document ID, which will start with a C. This is a “C number”.
Notes:
- You may be asked if the flight is in accordance with the “Fly America” act for international flights. If someone is flying on a federal grant, they must fly on a US-flagged airline when leaving or entering the country. If it is not a federal grant, you may ignore this rule.
- You may be asked if a student is on a training grant. Very few students are.
- When you create an airfare request for a student, it creates a travel request at the same time. The document ID will be the same as the airfare request, but it will start with a T instead of a C.
- You can exit out of the form by hitting the “Inbox” link at the top.
Reimbursement
- Ask the traveler to fill out the post-trip prompter.
- Go to Web Travel.
- If they booked airfare through Web Travel, go to the “Created” tab to find the existing T form.
- If not, create a new travel by:
- Following #2-6 under Airfare.
- Choosing “Reimbursement” as the travel type.
- Make sure to update the leave and return times and save them.
- Each day will usually be entered separately. If you have several days with identical expenses, you can create a range at once. See the manual.
- Follow the new per diem rules. Breakfast, lunch and dinner must be entered separately. Incidentals should be listed as “Other.” The first and last day of travel must be calculated at 75% for each expense, no matter when the traveler left or returned.
- When you are done entering expenses, go to step 6. Make sure to also upload valid receipts for lodging and transportation expenses.
- Click the magnifying glass next to the chartfields. Fill in and save the chartfield information. Be careful, as the system cannot check this for accuracy.
- Use the magnifying glass to the far right to fill in the name/address of the traveler. Save.
- Generate Travel Acknowledgement. This creates a form that you will have to send to the traveler for them to sign.
- Once you have received the signed version, upload it.
- Check the box next to the preparer’s statement.
- Submit for approval.