To: DDD, Campus Unit Finance Leads, University Business Managers, Travel Arrangers
From: Rebecca Spanos, Director, Travel and Payment Card Services
Travel and Payment Card Services is excited to share the following process update to remind the University of the following processes and procedures and a brand new Southwest promotion.
Reminders
- Airfare must be booked via Concur Travel or through the agents at World Travel, Inc. or Anthony Travel (Athletics). Documentation requirements for exceptions are outlined in Procedure 1501.3 on Air Travel.
- When emailing the agents at World Travel to book airfare, please complete a Travel Request Form and attach it to the email. This form will help to reduce back-and-forth communication and speed up the booking process.
- When airfare has been affected by personal dates/travel destinations, a cost comparison must be documented at the time of booking to ensure no cost increase. Employees are responsible for repayment of any increases due to personal travel/preferences.
Updates
- Effective Wednesday, Jan. 29, travelers requesting approval for Non-Hotel Lodging will submit the required documentation through the UNC Help Desk. Documentation requirements have not changed but have been streamlined through this ticketing process. The Non-Hotel Lodging Form will no longer be accepted by email to the Travel Team. Travelers will receive an email response to their support ticket, which will then be included as an attachment in Concur.
- Effective Wednesday, Jan. 29, the Travel Team will begin using a ticketing process to request more information or documentation for submitted Expense Reports. Report owners will receive an email from notify@teamdynamixapp.com requesting additional information or documentation. Expense Report delegates and approvers will be cc’d on the communication as well.
Southwest New Year Loyalty Promotion
You could earn up to 30,000 Rapid Rewards bonus points when you register, then book in Concur or with World Travel, Inc. or Anthony Travel and fly qualifying flights between 1/15/2025 and 4/15/2025. Here’s how it works:
- Book and fly two qualifying round trip flights (or four qualifying one-way flights): 5,000 Rapid Rewards bonus points
- Book and fly three qualifying round trip flights (or six qualifying one-way flights): 15,000 total Rapid Rewards bonus points
- Book and fly four qualifying round trip flights (or eight qualifying one-way flights): 30,000 total Rapid Rewards bonus points
Register today at southwest.com/2025CPaccelerator.