1505.3 - Procedure for Reconciling a Travel & Expense Card


University of North Carolina at Chapel Hill Finance Procedure 1505.3 - Procedure for Reconciling a Travel & Expense Card



This procedure explains the process of Travel & Expense Card (T&E Card) reconciliation. It details the process for online charges and the duties of the Accountholder.


This procedure applies to all employees (faculty, staff, and Senior University Administrators).


Reconciling/Reallocating Charges via Concur Expense - Overview

The University has developed a process that allows T&E Card charges to be reconciled and/or reallocated to other accounts in Concur Expense.

Charges are available to reconcile after the merchant submits the charge, the bank receives and processes the data and then feeds the transaction data to Concur Expense. This normally takes three to five business days. Concur Expense will automatically send email notifications when "new company card transactions arrive." Emails will be sent from autonotification@concursolutions.com. Please note, it is against T&E Card Policy to disable this notification in your Concur Profile.

For additional information on the reconciliation/reallocation process, please refer to 1501.7 - Procedure on Travel Advances and Reimbursements.

To report fraudulent transactions on the T&E card call Bank of America at 866-500-2662

If you suspect T&E Card fraud or abuse, use the Anonymous Report of T&E Card Fraud or Abuse Web Form.

Frequently Asked Questions

Q: What can I do if my T&E Card is lost or stolen?
A: Call Bank of America at 1-888-449-2273 immediately, and then notify the Travel Card Office.

Q: What should I do if I switch departments and need a T&E Card for my new department? Should I keep the T&E Card from my old department?
A: A new card should not be required, but you will need approval from your new Business Manager and/or Department Head to maintain your existing card. To obtain approval, please submit Form 1505.1.2f - Travel & Expense Card Accountholder Account Maintenance Form to the Travel Card Office.

Q: How long do I have to dispute a charge (from the date of the transaction posting)?
A: You have 60 days from the statement date to dispute a charge.


Please refer to Finance Policy 1501 - Policy on Business Travel for a list of common definitions.

Related Requirements

University Policies, Standards, Procedures, and Forms

Contact Information

Primary Contacts
Subject Contact Telephone Email
T&E Card Transactions Travel Card Office   TravelCard@unc.edu
Suspicious Transactions Bank of America Fraud Department 1-866-500-8262  
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Article ID: 132762
Sun 4/25/21 10:19 PM
Mon 11/13/23 11:16 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Travel and Payment Card Services Manager
Next Review
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07/01/2024 12:00 AM
Last Review
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07/27/2023 12:00 AM
Last Revised
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07/27/2023 12:00 AM
Effective Date
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05/04/2022 12:00 AM
Date on which the original version of this document was first made official.
04/25/2021 12:00 AM