To: Deans, Directors and Department Chairs; Campus Unit Finance Leads, University Business Managers; T&E Card Account Holders
From: Rebecca Spanos, Director, Travel & Payment Card Services
As employees are booking their travel plans for the spring and summer, Travel Services would like to provide the following reminders regarding booking air travel:
- Airfare purchases must be booked through the University travel program (i.e., Concur Travel, the agents at World Travel, Inc. or the agents at Anthony Travel for Carolina Athletics).
- Booking outside of the University travel program is only permissible when the traveler qualifies for an exception as outlined in Procedure 1501.3 on Air Travel.
- If the traveler qualifies for an exception, documentation must be provided on their expense report to support their exception request. Please review Procedure 1501.3 on Air Travel for documentation requirements.
- Outside bookings must be made using a personal credit card and submitted for reimbursement at the completion of the trip.
- Travelers should book nonrefundable fares in coach/economy/main cabin.
- Refundable fares should only be booked when there is a high likelihood of the trip being canceled and the traveler is not likely to travel again in the next 12 months.
- Upgraded cabin classes up to and including business class are permissible for intercontinental travel.
- When booking a combined trip for University business travel and personal travel, a cost comparison must be obtained at the time of bookingto validate the cost difference.
- When non-University travelers are accompanying an employee on University business travel, their ticket may be booked by the agents at World Travel/Anthony Travel. The agent will book both tickets together and a personal credit card must be provided to pay for the non-University traveler’s ticket.
As always, please contact the Travel Team with any questions.
Thanks and safe travels!