Title
Department of Athletics: Transportation and Travel Policy
A. Purpose
This Policy is intended to help facilitate transportation and travel such that members of the Department of Athletics can effectively fulfill their job functions while also ensuring the Department remains fiscally responsible and compliant with all applicable laws of the State of North Carolina, NCAA and ACC rules, and institutional policies.
This Policy is intended to work in conjunction with the laws of the State of North Carolina and UNC's institutional policies. It should be construed to supplement, not so as to contradict, the provisions thereof in any way. In the event of a perceived conflict between terms, a member of the Department of Athletics Executive Team should be promptly notified.
Where appropriate, this Policy is also intended to work in conjunction with other Department of Athletics policies, including the Department of Athletics Vehicle Use Policy.
Athletics is currently operating under System Office approval guidelines outlined in the January 16, 2025 memo.
B. Definitions
"Alcohol" shall mean any beverage containing at least one-half of one percent (0.5%) alcohol by volume and shall include malt beverages, unfortified wine, fortified wine, spirituous liquor, and mixed beverages with such content.
"ASPSA" shall mean UNC's Academic Support Program for Student-Athletes.
"Concur" shall mean UNC's software program for pre-travel approval, travel booking, travel and business entertainment expense reimbursement, and Travel and Expense Card reconciliation.
"Department" or "Department of Athletics" shall mean the Department of Athletics of UNC.
"Executive Team" shall mean the executive leadership of the Department of Athletics, as determined by the Director of Athletics.
"Foreign Tour" shall mean Team Travel outside of the continental United States, Alaska, and Hawaii. Consistent with NCAA legislation, the term "Foreign Tour" shall not include a tour to a United States commonwealth (Puerto Rico, for example) or a United States territory (the U.S. Virgin Islands, for example).
"Official Department of Athletics Business" shall mean activity or actions taken in furtherance of the legitimate business interests of the Department and consistent with the Department's mission.
"Official Department of Athletics Business Travel" shall mean travel by a member of the Department of Athletics in furtherance of such individual's responsibilities as a member of the Department and consistent with the Department's mission. Travel as part of Team Travel as herein defined shall also constitute Official Department of Athletics Business Travel.
"Official Third Party Travel Agency" shall mean the official travel agency partner of the Department of Athletics. This is currently Anthony Travel.
"Official Visit" shall mean a visit to the University's campus by a prospective student-athlete which constitutes an official visit as defined by NCAA rules.
"Policy" shall mean this Department of Athletics Transportation and Travel Policy.
"Purchase Order" shall mean an official University contract document for securing services and/or materials from commercial vendors which can only be signed by designated officials in the University's Purchasing Services unit.
"Requisition" shall mean a written request for the purchase of goods or services.
"Requisitioner" shall mean any individual who is eligible under University and Department of Athletics policies to initiate purchase proceedings.
"Standing Order" shall mean a contract under which a contractor or vendor agrees to provide goods or services to a Requisitioner on a consistent or a demand basis for a period of up to one year.
"Team Function" shall mean any activity organized by the NCAA or ACC. "Team Function" shall also include any activity organized by a UNC coach, administrator, or Department of Athletics or Educational Foundation staff member that involves a UNC varsity athletic team, whether such activity is a meeting, practice, competition, banquet, group appearance, media event, informal workout, or other similar activity.
"Team Travel" shall mean any travel to and from any practice, competition, or Team Function, whether on or off the University's campus, by a UNC varsity athletic team and other individuals approved to accompany the team in accordance with this Policy.
"Travel and Expense Card" or "T&E Card" shall mean a card issued to an employee for certain use while traveling on Official Department of Athletics Business Travel.
"UNC" or "University" shall mean the University of North Carolina-Chapel Hill.
C. Concur
Concur is the University's software program for pre-travel approval, travel booking, and travel and business entertainment expense reimbursements. In addition, purchases made on a Travel and Expense Card will be reconciled in Concur Expense. (All faculty and staff began using Concur for travel on April 27, 2021. Students and guest travelers will continue to use CABS, Web Travel, and ConnectCarolina until further notice.)
1. Concur Requests
Concur requests are required for all UNC employees for individual travel that includes airfare, lodging, and/or meal per diem. A Concur request is not required for Team Travel. Travel requests must be submitted in Concur and approved prior to submitting travel expenses for reimbursement. Concur requests are required for all international travel.
2. Concur Travel
The University has a managed travel program that includes the Concur Travel booking tool for domestic and international online bookings, as well as bookings for Official Department of Athletics Business Travel made through the Department's Official Third Party Travel Agency. All University travel sourcing agreements are available through these resources.
Unless an exception applies, employee airfare purchases must be made using the University travel program. Applicable University policies (1501.3 - Procedure for Air Travel) should be consulted for additional guidance.
Employee travelers are strongly encouraged to procure rental car services using the University travel program, except under limited circumstances when procurement of rental car services from a non-contracted agency is necessary. Applicable University policies (1501.4 - Procedure on Ground Transportation Expenses Including Mileage Rates) should be consulted for additional guidance.
Employee travelers are strongly encouraged to procure commercial lodging reservations using the University travel program. Exceptions are allowable when the traveler is attending an event which provides them access to negotiated lodging rates not available through the University travel program. Applicable University policies (1501.6 - Procedure on Lodging Accommodations) should be consulted for additional guidance.
The Department's Official Third Party Travel Agency should be used to book Team Travel and the majority of travel for recruits on Official Visits. Concur travel booking should be used to book individual Official Department of Athletics Business Travel. Concur may also be used to book travel for Official Visit recruits under limited circumstances.
3. Concur Expense
Travel and entertainment expense reimbursements (including reimbursements for mileage and meal per diem) should be submitted in Concur Expense. In addition, purchases made on the T&E Card will be reconciled in Concur Expense. Receipts should be submitted as soon as possible, but in no case later than 30 days from the date of purchase or last day of the applicable Official Department of Athletics Business Travel.
4. Concur Approvals
Department of Athletics staff members with approval responsibilities shall review and approve expenses charged to their budget in Concur Approvals.
D. Authorized Team Travel Personnel
1. Regular Season Travel
Authorized Team Travel personnel during regular season competition for each respective varsity athletic team may include:
- Student-athletes approved for travel by the Department of Athletics Compliance Office;
- Required coaching staff;
- The team's athletic trainer;
- Team managers and similar support personnel as required;
- ASPSA staff and other academic staff as necessary; and
- Other necessary Department of Athletics or Educational Foundation staff members who are approved in advance by the Director of Athletics.
For Team Travel, the applicable team's Communications Director (or equivalent individual), official photographer, videographer, and Sport Administrator(s) may also accompany the team. Spouses and family members of individuals approved for Team Travel pursuant to this Section, as well as other special guests, may also accompany the team if approval is provided in advance by the Director of Athletics.
2. Travel to Bowl Games and Other Postseason Competition Events
The Director of Athletics or their designee shall determine the individuals who will be invited to attend bowl games and any other postseason competition event in which a UNC student-athlete is competing. At their discretion, the Director of Athletics may include spouses and children of those invited, as well as other special guests. Composition of Team Travel parties to such events is largely influenced by the nature of the competition(s) to be attended.
E. Charter Bus Trips
1. Purchasing Procedures for Charter Bus Trips
The Official Third Party Travel Agency's Motor Coach Connection Collegiate Bus Program helps secure discounted ground transportation rates with many of the nation's most reputable motor coach companies. In addition, the Official Third Party Travel Agency also performs background checks on vendors hired to provide charter bus services to ensure that each such vendor is compliant with Department of Transportation safety standards. Due to these important services, all charter bus travel for individual trips and season-long accommodations constituting Team Travel shall be booked through the Official Third Party Travel Agency. These arrangements shall be made separately from the destination charter bus services that have already been provided by the Official Third Party Travel Agency for many teams during Team Travel for away competitions.
The Official Third Party Travel Agency will invoice the Department of Athletics after the charter bus service has been provided. These invoices will be sent for individual trips or season-long accommodations as appropriate.
2. Purchasing Charter Bus Service Through UNC Purchasing Services
In the unlikely event that charter bus services cannot be secured through the Official Third Party Travel Agency, the procedures below in this Section must be followed in order to secure charter bus service through the University's Purchasing Services unit.
If an individual charter bus trip costs less than $5,000.00, a voucher may be submitted for payment after the trip takes place.
For each charter bus service exceeding $5,000 in total cost (but less than $30,000), a Requisition must be submitted to the University's Purchasing Services unit with a quote from the bus company. A PO can be established for any single trip above $5,000.00 but below $30,000.00 by providing a quote ahead of time, but the PO must be in place prior to travel taking place.
For expenses exceeding $30,000.00 (but less than $100,000.00), the Department must provide three competitive bids for the service to satisfy the informal bid process requirements (or a sole-source waiver, if applicable). If the lowest competitive bid is not used, a written justification must also be provided to explain the rationale of the selection of the higher bid. If approved, a Purchase Order shall be issued, and a contract will be executed by the applicable bus company and the University's Purchasing Services unit. Payment for the bus service will then be made by the University's accounting unit.
Expenses in excess of $100,000.00 must be competitively bid through the University's Purchasing Services unit and must be posted on the state's bid website for a minimum of ten days.
3. Bus Driver Tips
Tips provided to charter bus drivers should not exceed $50.00 per day of driving.
F. Use of Vans and Mini-Buses Owned by the Department of Athletics
Use of vans and mini-buses owned by the Department of Athletics is governed by the Department of Athletics Vehicle Use Policy. If a sufficient number of such vehicles owned by the Department of Athletics is not available at a specific time, the Fleet Management Coordinator or another Department of Athletics staff member may provide assistance in securing an alternate vehicle.
G. Commercial Air Travel
To secure the best possible fares, Team Travel and other Official Department of Athletics Business Travel by means of commercial airline should be booked using the University travel program. This includes the Concur Travel booking tool and Anthony Travel for Athletics bookings.
H. Non-Commercial Air Travel and Use of Private Planes
The University owns several planes to provide a means of travel for designated officials and employees such that they may limit non-productive time during travel in furtherance of official University business. Use of University planes for personal reasons is not permitted, even if the employee reimburses the University for the associated expenses. The Director of Athletics shall have the authority to designate staff members from the Department of Athletics who may be permitted to use such planes for Official Department of Athletics Business Travel.
It is permissible for coaches and other Department of Athletics employees to travel on private planes owned by donors or other third parties during Official Department of Athletics Business Travel. All fees, expenses, or obligations incurred by the University or its Department of Athletics associated with such private travel must be documented and submitted to the Director of Athletics. This includes, but is not limited to, any gifts, tickets, or other University or Department of Athletics assets provided or committed to be provided in exchange for such travel. Any commercial relationship between the University or Department of Athletics and the owner or facilitator of private travel must be documented and disclosed to the Director of Athletics.
Before departing on any travel contemplated by this Section, the traveling employee shall ensure that the Director of Athletics provides advance approval and receives an itinerary of such travel.
I. Emergencies
On occasion, it may be necessary for Department of Athletics employees to make "last minute" or emergency travel arrangements during Team Travel or other Official Department of Athletics Business Travel. In such situations, coaches should contact the applicable Sport Administrator and non-coaching Department of Athletics staff members should contact their immediate supervisor when feasible to inform them of all pertinent information.
J. Foreign Tours
All requests for Foreign Tours must be submitted for prior written approval by the Department of Athletics Compliance Office, the applicable Sport Administrator, the CFO of the Department of Athletics, the Department of Athletics Senior Woman Administrator, and the Director of Athletics. Requests should be made by submitting the Foreign Tour Request Form in Appendix A. The Department of Athletics Compliance Office should also be provided, at a minimum, the following proposed information about the Foreign Tour:
- Each destination;
- The date of arrival to and departure from each destination, as well as the date of return;
- The dates of the team's last Foreign Tour;
- A list of any of the team's current student-athletes who participated in a previous Foreign Tour;
- In the event of a summer Foreign Tour, confirmation that all participating student-athletes were eligible for intercollegiate competition during the previous academic year;
- In the event of a Foreign Tour during the academic year, confirmation that all participating student-athletes are regularly enrolled at UNC and eligible for intercollegiate competition;
- A list of any current student-athletes in the sport program who are not eligible for intercollegiate competition (if applicable);
- The first permissible practice date for the applicable sport under NCAA rules;
- All practice dates prior to the team's departure for the Foreign Tour;
- All opponents and competition dates during the Foreign Tour;
- The number of days for which student-athletes will receive per diem; and
- A list of any student-athletes for whom passports will be purchased by the University.
Unless an exception is provided by the Director of Athletics, such requests must be submitted no later than two months prior to the proposed date of departure.
No Foreign Tour shall be permitted involving any region, country, state, or city which has been identified by the Provost or United States State Department as an area to which travel is restricted or discouraged.
No invitations to participate in a Foreign Tour should be extended until written approval is provided by the Department of Athletics Compliance Office, the applicable Sport Administrator, the CFO of the Department of Athletics, the Department of Athletics Senior Woman Administrator, and the Director of Athletics.
Once the request has been approved by the above-specified individuals, the Department of Athletics Business Office should be contacted regarding funding and insurance requirements so appropriate arrangements may be made. University policies require all international travelers to submit rosters and to purchase international travel insurance through the University.
Prior to departure on a Foreign Tour, the Head Coach and Sport Administrator shall coordinate with the Director of Sports Medicine to ensure that all University-affiliated members of the travel party receive all necessary vaccinations and other preventative medical treatments appropriate for the region(s) to be visited.
It shall be the responsibility of the Head Coach to ensure that all student-athletes receive appropriate supervision throughout the duration of the Foreign Tour.
K. Travel Reimbursements
All travel reimbursements and T&E Card charges should be submitted in Concur Expense within thirty days of the traveling individual's return to UNC's campus. If applicable based on the type of travel, an approved Concur Request should be linked to the expense report.
Out-of-pocket expenses submitted within 60 days of the trip end date will be reimbursed in full. Out-of-pocket expenses submitted after 60 days but before 180 days will be reimbursed in full but reported as additional taxable income on the employee's W-2. Out-of-pocket expenses submitted after 180 days will not be reimbursed.
L. Expenses Related to Mileage
1. Departmental Vans and Minibuses
The applicable sport program's or Department of Athletics unit's budget will be charged the appropriate rate established by the Department of Athletics Transportation Unit each time a member of such sports program or unit uses a Departmental vehicle for Official Department of Athletics Business Travel.
2. Personal Vehicles and Dealer Automobiles
Individuals may be reimbursed at rates established by the IRS and University when using personal automobiles for Official Department of Athletics Business Travel. Individuals may be reimbursed at rates established by the Department of Athletics when using car dealer automobiles for Official Department of Athletics Business Travel. Mileage reimbursements for UNC employees should be submitted in Concur Expense.
Applicable University policies (1501.4 - Procedure on Ground Transportation Expenses Including Mileage Rates) should be consulted for additional guidance.
3. Rental Cars
Rental car charges and associated fuel expenses incurred during Official Department of Athletics Business Travel are permissible charges to paid with a T&E Card. If a Department staff member does not have a T&E Card, receipts for such expenses may be submitted in Concur Expense for reimbursement.
M. Expenses Associated with Commercial Air Travel
Expenses associated with Team Travel by commercial airline are reflected on the applicable Anthony Travel Ghost Card monthly statement.
The Anthony Travel Ghost Card account numbers may only be used for commercial air travel.
For Athletics staff members without a T&E Card, airfare can be charged directly to an Anthony Travel Ghost Card to avoid out-of-pocket expenses.
In accordance with University policies, excess costs, indirect routes, and services that are unnecessary, unjustified, or for the unreasonable convenience or personal preference of an employee during, or ancillary to, their performance of Official Department of Athletics Business are prohibited.
First class or business class airfare may only be purchased if it meets one of the criteria set forth below in this Section.
- Domestic travel by business or first class is permitted if the traveler is accompanying a major donor or dignitary who is traveling by business or first class and if the funding source of the travel is an allowable funding source. Business or first class travel may also be approved when a traveler has a doctor-certified medical condition.
- International travel by business class is permitted.
When traveling as part of Official Department of Athletics Business Travel, Department of Athletics staff members may be reimbursed for travel between the employee's office or home (whichever is closer) to the nearest airline terminal, as well as for appropriate parking for the duration of the Official Department of Athletics Business Travel.
- If traveling to the nearest airline terminal by rideshare or taxi, the staff member may be reimbursed for one round trip fare, or charge the expense to their T&E Card.
N. Expenses Related to Meals
1. Team Travel Per Diem
Before distributing per diem funds to student-athletes or Department of Athletics staff members, the appropriate staff member shall create a per diem distribution sheet indicating their trip itinerary, amount(s) allocated, and date(s) of provision to each recipient. Per diem funds will be distributed directly to student-athletes and approved support staff members via Zelle. All Zelle requests must be sent to the Department of Athletics Business Office.
2. Individual Travel Per Diem
For employees, all per diem rates are loaded in Concur and will populate based on the dates and location of travel, and the meals selected by the traveler for reimbursement. Per diem for the first and last day of travel, including incidentals, will automatically be calculated at 75% of the day's total rate.
It is permissible to request per diem funds when traveling for recruiting, professional development, and/or donor-relations if the trip includes an overnight stay.
Applicable University policies (1501.5 - Procedure on Per Diem Rates) should be consulted for additional guidance.
3. Maximum Allotments
Maximum per diem rates are updated annually in October by the U.S. General Service Administration. The Department of Athletics Business Office and Department of Athletics Compliance Office may provide information about current limitations upon request.
4. On-Campus Distributions
Department of Athletics staff members may not receive per diem while on campus for team-related activities during breaks in the University's academic calendar. Student-athletes, student managers, student trainers, and student assistants, however, may receive per diem or appropriate reimbursements directly from the Department of Athletics.
O. Entertainment Expenses
The Department of Athletics will only provide reimbursement to staff for entertainment expenses incurred for activities related to legitimate Official Department of Athletics Business purposes. The Department of Athletics may not provide reimbursement for golf expenses, even if conversations involving legitimate Official Department of Athletics Business matters take place during play.
To receive reimbursement for permissible expenses for entertainment associated with legitimate Official Department of Athletics Business purposes, all entertained individuals' names and affiliations with the University must be submitted with the request for reimbursement. Meals used to entertain individuals outside of the Department of Athletics should be charged to the staff member's T&E Card. The associated expense report should indicate who participated in the meal, each such individual's relationship to the Department of Athletics, and the reason for the meal.
The Director of Athletics must provide advance approval for any payments or reimbursements to be made by the Department of Athletics for costs incurred due to travel by a spouse or guest of any Department of Athletics employee. In such cases, there may be tax implications for the employee.
P. Lodging Expenses
Payment by T&E Card is encouraged for lodging expenses, although direct billing may be used if an employee does not have a T&E Card.
In the event a lodging bill for Official Department of Athletics Business Travel includes any optional expense(s), business justification must be provided for such expenses, or the optional expense(s) must be paid for out-of-pocket.
Q. Expenses Related to Prospective Student-Athlete Travel to Campus for Official Visits
When a prospective student-athlete and his or her parents or guests are flown to the area for an on-campus Official Visit, the flights should be booked through the Official Third Party Travel Agency or through the Concur Travel booking tool, with such airfare charged to the Ghost Card account and allocated to the appropriate sport program by the Department of Athletics Business Office. All required Official Visit forms must be submitted to, and approved by, the Department of Athletics Compliance Office prior to booking flights.
Any time funds are provided to a current UNC student-athlete for purposes of entertaining a prospective student-athlete on an Official Visit, a form must be signed by the recipient UNC student-athlete and his or her coach verifying receipt of such funds. All such forms shall be provided to the Department of Athletics Compliance Office for retention. All associated receipts and any unused funds must be returned to the Department of Athletics Business Office.
R. Expenses Related to Travel to Visit or Watch a Prospective Student-Athlete
When a Department of Athletics staff member travels away from campus to visit a prospective student-athlete, the airfare should be booked using the Concur Travel booking tool and charged directly to the traveling employee's T&E Card. Such airfare may also be booked through the Official Third Party Travel Agency if it is unable to be booked directly through Concur. All permissible expenses incurred during such Official Department of Athletics Business Travel should be paid by the traveling individual on their T&E Card.
S. Monetary Advances Provided by the Department of Athletics
1. Permissible Reasons to Receive an Advance
Cash advances may be provided to cover: (1) some of the anticipated costs of Team Travel that cannot be paid on a T&E Card (bus driver tips, for example); (2) Official Visit host money; (3) per diem for student-athletes that cannot receive funds directly from Zelle; and (4) gift cards.
2. Requests
Cash advances should be requested by using the Department of Athletics advance request form(s) available from the Department of Athletics Business Office. Cash advance requests should be submitted directly to the Department of Athletics Business Office for distribution via Zelle.
3. Settlement
Each settlement of an excess balance from a cash advance must be made by the individual to whom the advance was provided. Unused funds may be returned to the Department of Athletics Business Office via a cashier's check, personal check, or cash. Exact change is required if unused funds are returned via cash. All checks should be made out to "UNCAA." If the check "bounces" or is otherwise returned due to insufficient funds, the submitting individual will be notified and expected to settle the balance immediately.
T. Receipts
Itemized receipts must be submitted for all costs associated with Team Travel, other Official Department of Athletics Business Travel, and other Official Department of Athletics Business-related expenditures. Such costs may include, but are not limited to:
- Hotel expenses;
- Airline, train, and bus tickets for members of a Team Travel party;
- Gasoline for, or service to, any rental vehicle or vehicle owned by the Department of Athletics;
- Other transportation expenses;
- Team meals paid for directly by a coach, administrator, or other Department of Athletics staff member;
- Meals exceeding standardized per diem amounts;
- Meals when entertaining one or more individuals;
- Entry fees;
- Meals involving the entertainment of donors, alumni, and other third parties;
- Rental cars;
- Parking;
- Registration fees;
- Tolls;
- Tournament packets; and
- Event tickets.
When a receipt is missing or cannot be obtained, the appropriate proof of payment form should be completed, signed, and submitted in a manner established by the Department of Athletics Business Office and/or University.
U. Student-Athletes Traveling Separate from Their Team
Any student-athlete desiring to travel separately from his or her team during Team Travel must: (1) obtain prior approval from the applicable Head Coach and Sport Administrator; and (2) submit to the Compliance Office a legal release signed by his or her parent or legal guardian in advance of any such travel.
V. Lost or Stolen Money
In the event money is lost or stolen, a written explanation of the circumstances surrounding the loss, as well as a copy of the corresponding police report filed, must be submitted to the Department of Athletics Business Office along with the applicable reimbursement request. Copies of receipts and bank or credit card statements reflecting associated transactions should also be submitted.