School of Social Work: Travel Approval and Reconciliation Policy

This policy establishes a standardized process for requesting, approving, and reconciling School of Social Work travel expenses. It ensures travel is approved in advance, properly documented, aligned with funding requirements, and reconciled in compliance with University travel and audit standards.

Unit Policy

Title

School of Social Work: Travel Approval and Reconciliation Policy

Introduction

Purpose

The Travel Approval and Reconciliation Policy establishes a standardized process for requesting, approving, and reconciling travel expenses. It ensures that travel is planned within budget limits, properly documented, and aligned with the School’s mission and funding requirements. This policy also outlines the post-travel reconciliation process to promote accountability, timely reporting, and compliance with University travel and audit standards.

All travel—domestic and international—must receive prior approval in Concur before any reservations, conference registrations, or expenses are incurred. All travel requests must adhere to the approval process listed in the table below.

Scope

This policy applies to all School of Social Work travelers seeking approval or reimbursement for domestic, international, grant-funded, or student-related travel.

Policy

Travel Approval Process

Travel Request Workflow (Pre-Approval)

• Submit Request in Concur: Traveler completes a travel request in Concur. All travel requests and related purchases must be completed in Concur. Exceptions may be made for cost-saving measures or situations where it is more beneficial to book outside of Concur (e.g. coordinating with personal travel or reserving a hotel through a conference or event website that offers a discounted group rate or preferred room block.) Travelers must provide funding information at this point. (If using school-allocated funds, please indicate funding source for any overages. If not provided, only the originally approved amount will be reimbursed.)
• NOTE: International travel requires completion of an International Travel Approval form and approval from the Associate Dean for Global Engagement and the Vice Dean prior to completion of a travel request in Concur.
• Eligible per diem allowances are determined by travel times and overnight stays. The cost of meals included in other related activities (registration fees, conference costs, hotel registration, etc.) may not be duplicated in reimbursement requests.
• Assistant Dean for Finance & Administration Review: Assesses budget availability, funding compliance, and adherence to School and University policies. The Assistant Dean may escalate requests to the Vice Dean for further review when warranted.
• The University Travel Office and, when relevant, the Global Travel Office reviews for compliance with travel policies and proper documentation.
• Notification and Recordkeeping: The traveler receives approval confirmation via Concur. Travel arrangements should not be booked or paid for until approval is received.

Expense Reconciliation Workflow (Post-Travel)

• Expense Report Submission: Within 10 business days of return, traveler submits an expense report in Concur with receipts and itinerary. (If travelers do not reconcile their travel in a timely manner, they will lose their travel authorization access and use of T&E card. Unreconciled amount will be deducted from the traveler’s paycheck.)
• Assistant Dean for Finance & Administration Review (or designee): Confirms all receipts and funding align with policy and budget.
• Final Processing: Approved reports are processed for reimbursement or reconciliation and logged for audit.

Related Requirements

External Regulations 

• UNC travel guidelines and resources: https://finance.unc.edu/services/travel/
• UNC international travel and resources: https://global.unc.edu/travel-policies/

Contact Information

Primary Contact

Name: Joe DiConcilio, Assistant Dean for Finance and Administration

Email: jiconcil@email.unc.edu

Other Contacts

Name: Robert Hawkins, Vice Dean

Email: Robert.Hawkins@unc.edu