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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!

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