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Purchasing & Travel Resources

Business Core Service Team

Find resources and answers to your questions about purchasing (including grants) and travel.

Purchasing
Independent Contractor
Software & Subscriptions (Including Apps)
Virtual Conferences / Webinars & Local Event Registration Fees*
Memberships

In general, an individual is an independent contractor if UNCW has the right to control or direct only the result of the work and how it will be done. This includes individuals such as doctors, lawyers, accountants, guest speakers, and consultants who are in an independent trade, business, or profession in which they offer their services to the public. 

Important notes: 

  • Requests must be submitted to BCST at least three weeks prior to needing the contractor to perform services.
  • An individual may not be on UNCW payroll and be an independent contractor in the same calendar year per IRS guidelines. 
  • If travel or other fees are needed in addition to the base pay, request an all-inclusive fee to cover these payments to eliminate the need to submit a travel/purchasing request. 
  • Work may NOT begin until the PO is issued.

Independent Contractor process: 

  • Submit CHHS Independent Contractor DocuSign form.  
  • Attach the PUR 1.40 Application for Certification as an Independent Contractor form. 
    • This form outlines the details of the work being conducted and is required to be input into uShop 
    • The requestor will complete the first four line items under “Vendor Information” in Section I and all information in Section II. They will then contact the independent contractor to complete the remainder of the form.  
    • The completed PUR 1.40 application is received by the requestor and attached to the Independent Contractor DocuSign. 
  • BCST enters request into uShop. Request is routed for approval by Purchasing and Human Resources. 
  • BCST will communicate once the purchase order has been created and work may begin. 
  • When the work is completed, send the invoice and communicate to BCST that the contractor may be paid. 

All software and online subscriptions must be vetted and approved by UNCW IT and UNCW Purchasing Services before purchasing. Purchasing requests should be submitted in uShop 90 days prior to needing access and by December 31st to meet fiscal year-end deadlines.

Steps to request software and subscriptions:  

  • Requestor contacts the vendor to obtain a detailed quote. If the requestor needs help with which vendor to contact, Robert Bisanar in Purchasing Services, or Zerek Olsen and Sebastian Floryan in IT are available to assist.  
  • Complete the CHHS Purchase Request Form and attach the quote. Include answers to all questions in the software and subscriptions section.

Contact information for frequently purchased software:  

*within 35 miles of UNCW

There are two payment methods to pay for a registration fee: 

UNCW Card 
The preferred method is to use a departmental UNCW Card to prepay the registration fee to the event organizer. 

Using the UNCW Card for payment on non-grant/award funds does not require a CHHS Purchase Request DocuSign form or pre-approval by the BCST.  

Requests using grant or award funds require a CHHS Purchase Request DocuSign Form to be completed and routed to CHHSGrants@uncw.edu for approval prior to making the purchase. 

Direct Pay through Emburse

If the UNCW Card is unavailable, request an invoice from the event organizer and submit the CHHS Purchase Request DocuSign Form.

When traveling to a local event and parking and/or mileage reimbursement are needed, a travel pre-approval is required before the trip occurs. Complete the CHHS Travel Request DocuSign form to initiate the pre-approval process. 

Institutional and organizational memberships (paid with general funds)

Payment Options:  

Individual memberships (paid with trust funds and cannot be paid with a UNCW Card)

On-Campus Food
Off-Campus Food & Business Entertainment
Mailing or Shipping
Printing Services/SeaPrint

Must have business purpose (meetings and events) 

Important notes:

  • As of July 1st, 2025, apart from pizza orders, any food orders over $500 must go through Aramark for approval as they have the first right of refusal. To use an outside caterer over $500, complete the Outside Catering Approval form. 
  • As of July 1st, 2025, any on-campus catering through Aramark below $500 will be charged an 18% service fee.
  • Food may be ordered from local restaurants or grocery stores and brought back to UNCW.
  • All food purchases not from a restaurant must be tax exempt (grocery store, Walmart, Costco, etc.). 
  • Tips on food may not exceed 20% of the pre-tax total. 

UNCW Card is the preferred payment method for purchasing food under $500

Purchases with non-grant/award funds do not require a CHHS Purchase Request DocuSign form to be completed or prior approval by the BCST 

Costco 

If the event requires snacks, cutlery, drinks, or other items from Costco, please coordinate with the department and/or CHHS Events Coordinator or Business Services Specialist at least 14 days prior to the event.

A department representative with a UNCW issued Costco membership card must accompany the CHHS representative during the shopping trip. If the department has a UNCW issued Costco membership and a UNCW Card, they may shop at Costco independently without involving the CHHS Events Coordinator and Business Services Specialist. 

Business-related entertainment must be directly related to the mission/purpose of the university. This applies to employees and student groups participating in off-campus activities for all university business-related entertainment events. Consider the following: 

  • If in travel status, Emburse travel pre-approval must be submitted and approved. 
  • General funds, funds beginning with a 1, cannot be used for entertainment expenses 
  • UNCW Cards and uShop may be used for these expenses.  
    • When using the UNCW Card to purchase, the cardholder must be present and will incur the business-related entertainment expenses for the entire group. 
  • Purchase Orders in uShop should be used when possible to secure a venue for entertainment. 
  • Business entertainment may occur before, during, or after business hours. 

Payment method: UNCW Card (Preferred method for under $500) 

  • Submit CHHS UNCW Card Receipt Submission DocuSign form 
  • Attach itemized receipt (Note: Dine-in restaurant tips may not exceed 20% of the pre-tax total) 
  • Attach list of attendees and affiliation with UNCW or outside group (UNCW cardholder must be present/attendee) 

Paying with non-grant/award funds does not require a CHHS Purchase Request DocuSign form to be completed or prior approval by the BCST.  

Requests using grant or award funds require a CHHS Purchase Request DocuSign form to be completed and routed to CHHSGrants@uncw.edu for approval prior to making the purchase.

Payment method: Personal credit card requiring reimbursement

  • Submit CHHS Reimbursement Request DocuSign form. 
  • Attach itemized receipt (Note: Dine-in restaurant tips may not exceed 20%). 
  • Attach list of attendees and affiliation with UNCW or outside group (cardholder must be present/attendee). 

Payment method: uShop 

  • Complete the CHHS Purchase Request DocuSign form and attach all relevant quotes, waivers, scopes of work, space or food contract documents, etc. 
  • Use comment section to note when purchase is needed (urgent, or due date), what fund to use and any special instructions. 
  • Mailing or shipping on campus using non-grant/award funds does not require a CHHS Purchase Request DocuSign form or pre-approval by the BCST.
  • Mailing or shipping on campus using grant/award funds require a CHHS Purchase Request DocuSign form routed to CHHSGrants@uncw.edu for approval. 

UNCW Post Office:

Take the letter or package to the UNCW Post Office. Provide them with the appropriate CHHS fund number and they will directly charge the fund. Work with the department administrator for fund information.  

Warehouse Services: FedEx or UPS

Take the package to the UNCW Warehouse located at 5179 Lionfish Drive at the back of campus. The warehouse will supply and complete the label for the package.

What is needed:  

  • CHHS fund number 
  • Shipping address  

Off Campus Post Office: 

The UNCW Card may be used to purchase stamps. 

  • Printing Services has the first right of refusal to any print job. Printing Services are to be emailed by the department with the requirements. Printing Services will provide either (1) an emailed quote with delivery date or (2) a response stating the job cannot be completed by Printing Services at this time. 
    • If Printing Services decline the job, follow the normal CHHS purchasing procedures for making a purchase from an outside vendor.
  • UNCW Printing Services/Seaprint purchases with non-grant/award funds do not require a CHHS Purchase Request DocuSign form to be completed or prior approval by the BCST. 
  • Purchases using grant or award funds require a CHHS Purchase Request DocuSign form to be completed and routed to CHHSGrants@uncw.edu for approval prior to making the purchase.

Printing Services offers a variety of items such as:

  • Business cards
  • Personalized mailings 
  • Large print jobs 
  • Copiers 
  • Course packs
  • Specialty items

 

Travel

Pre-Approval Documentation

  • If not flying out of/into ILM, a comparison airfare quote for the business dates of travel is required. A comparison quote is also required if personal dates are included. 
  • If airfare is purchased directly from the airline or through sites such as Expedia and a comparison is required, the comparison must come from the same airline/website. If using Sequel, the comparison must come from Sequel. 
  • If pre-paid through Travel Office, provide full itinerary quote through Sequel Travel (Sequel is the only agency used for prepayment of airfare).

 

ALL documentation must be in PDF format. 
* 3rd Party Lodging request is found on the Travel website.

  • 3rd Party Lodging is choosing to stay anywhere other than a hotel or motel (ex: campgrounds, campsites, Airbnb, VRBO, Bed & Breakfasts, Hostels). A completed Office of State Budget Management approval request* must be submitted with the pre-approval as it must route through the Travel Office. 
  • Per the Travel Office, 3rd Party Lodging Requests must be submitted and approved before the trip begins or the traveler risks not being reimbursed.

 

ALL documentation must be in PDF format. 
* 3rd Party Lodging request is found on the Travel website.

  • Agenda/Schedule required showing meals included in the conference or event. 
  • If a meal shows as being provided on the agenda, the traveler will not receive per diem reimbursement for that meal. 
  • International per diems are reimbursed at different rates depending upon location. Review the U.S. Department of State website** and included on the request form in the Other Travel Related Costs line. 

 

ALL documentation must be in PDF format. 
** aoprals.state.gov 

  • Conference or event details (ex: Conference/Event Name, Location, Date). 
  • Schedule of Fees (listing of registration fees e.g. Member rate, Non-Member rate). 
  • If pre-paid through the Travel Office, provide a completed registration form or invoice from conference organizers showing the balance due.

 

ALL documentation must be in PDF format. 

Expense Report Documentation

Receipt showing: 

  • Full itinerary with Traveler's Name, dates of travel, flight times, and class. 
  • Method of payment including last 4 digits of credit card used, if applicable, showing paid in full (zero balance due).

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

Receipt showing: 

  • Traveler's Name, date, amount, and method of payment including last 4 digits of credit card used, if applicable, showing paid in full (zero balance due). 

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

Receipt showing: 

  • Date, price per gallon, and number of gallons purchased.  A photo of the pump used is required only if a receipt is not printed. 

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

Receipt showing: 

  • Itemized folio with Traveler's Name, hotel name, address, dates of stay, and daily rate including taxes/fees. 
  • Hotel parking must be on the itemized hotel folio. Traveler must choose self-parking over valet parking, if the option is provided. If valet parking is required, a snippet from the website showing this wording is needed. 

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

  • Emburse will compute mileage from the Traveler's duty station (UNCW) or home, whichever is less. 
  • The mileage rate is set by the State. 
  • All monthly mileage reimbursement reports require a completed mileage log by the Traveler. 

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

Receipt showing: 

  • Airport/garage/parking lot name, date, amount, and method of payment including last 4 digits of credit card used, if applicable, showing paid in full (zero balance due).

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

  • Receipts are not needed for per diem reimbursement as that rate is set by the State. 
  • A conference agenda/schedule is required showing meals included in the conference or event.

 

ALL documentation must be in PDF format.

Receipt showing: 

  • Itemized details with Traveler's Name, name of conference/payee, and items purchased. 
  • Method of payment including last 4 digits of credit card used, if applicable, showing paid in full (zero balance due). 

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

Receipt showing: 

  • Name of Taxi/Shuttle Company, date(s) of travel, and amount paid. 
  • Uber/Lyft receipts must show Traveler's Name, date, amount paid, and beginning/ending addresses with map. 
  • Method of payment including last 4 digits of credit card used, if applicable, showing paid in full (zero balance due). 
  • Tip should not exceed 20%.

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance.

  • Receipt only required if booked by the traveler. Receipt must show Traveler's Name, dates, amount paid, and method of payment including last 4 digits of credit card used, if applicable, showing paid in full (zero balance due). 
  • Additional insurances are not reimbursable. 
  • If the vehicle is booked by the BCST through EHI Direct, the receipt will automatically be sent to them via email. 

 

ALL documentation must be in PDF format.
In the event of missing documentation, contact the BCST for assistance. 

UNCW Card Dos and Don'ts

  • Use your UNCW Card for: flight, baggage fees, airport parking, and transportation to/from airport. 
  • Do NOT use your UNCW Card for: upgrades, leg room, business class, alcohol or food on flight, insurance for flight, gift shop items, chargers, etc. 
  • Use your UNCW Card for: room fees and taxes, and parking. 
  • Do NOT use your UNCW Card for: snacks from the mini bar, and food. 
  • Use your UNCW Card for: parking. 
  • Do NOT use your UNCW Card for: gas, fines, tickets, and damage. 

 

Mileage at $0.70/mile reimbursement is processed after travel.

  • Use your UNCW Card for: rental fee, parking, tolls, and gas. 
  • Do NOT use your UNCW Card for: tickets, damage, and insurance. 
  • Do NOT use your UNCW Card for: meals, and snacks. 
  • Use your UNCW Card for: conference registration fees, taxi/uber/Lyft (tip maximum is 20%), and tolls. 

Blanket Mileage Checklist

Blanket Mileage Pre-Approval Process:

  • Submit CHHS Blanket Mileage Pre-Approval DocuSign form at least 3 weeks prior to the first trip. This may be used to set up mileage for the entire fiscal year.
  • Traveler approves Emburse email once BCST inputs the pre-approval.
  • When the blanket mileage request is fully approved by all other approvers, the traveler will receive an email confirming this titled "Emburse Enterprise Pre-Apporval Request Approved." At this time, mileage may be incurred.

Blanket Mileage Monthly Expense Report Process:

  • By the 5th of each month, submit the Monthly Mileage Log (file will automatically download) to CHHS_Travelreceipts@uncw.edu listing all mileage trips from the past calendar month.
  • Traveler approves Emburse email once BCST inputs the expense report.
  • When the expense report is fully approved by all other approvers and payment is initiated, the travel will receive an email confirming the reimbursement amount titled "University of North Carolina Wilmington - Accounts Payable Direct Deposit Advice." 
Frequently Asked Questions

  • Travel

    What documentation do I need to provide with a pre-approval or expense report?

    Please provide documentation from the conference or meeting website providing the name, date, and location of the conference.

    Why isn’t my UNCW Card working?

    Your card may be expired or the wrong information (such as CVV or zip code) may have been entered. Also, check to confirm that your travel card is activated.

    Can my significant other accompany me in my rental car to the conference I’m attending?

    Yes, but they are not permitted to drive the rental car.

    When can I use my UNCW Card to make travel plans?

    You are only permitted to use your UNCW Card after you’ve submitted your Travel Authorization Form and have been notified that your Chrome River pre-approval has been approved.

    Can I make the reservation for a rental car?

    No, please indicate on your CHHS Travel Authorization form that you would like to rent a vehicle. The Travel Business Services Specialist will book the Enterprise rental vehicle on your behalf using the online booking tool.

    Can student travelers take turns driving the rental vehicle?

    Only student employees over the age of 25 who have an approved pre-approval in place are permitted to drive the rental vehicle. The Travel Business Services Specialist should be informed of the driving arrangement before the travel takes place.

    If I change my travel plans after I submit my travel request, do I need to submit another travel request form?

    No, please contact the Travel Business Services Specialist via email to notify them of the changes.

    What do I do after I return from my travel?

    Receipts should be submitted to the Travel Business Services Specialist or uploaded to your Receipt Gallery in Chrome River within five business days of return.

    Where do I send my travel receipts?

    • Travel receipts can be dropped off for the Travel Business Services Specialist in Veterans Hall 3539

    • Scanned and emailed to CHHS_travelreceipts@uncw.edu  

    • Uploaded directly to the traveler’s Chrome River Receipt Gallery by emailing receipt@chromefile.com with the attached receipt from your UNCW email

    Do I submit my meal receipts when in travel status?

    No, you do not have to submit any meal purchase receipts as travelers receive the state issued meal-per-diem. Meals are not allowed to be purchased with a UNCW Card or included on your hotel folio. (Meal receipts are required if not in travel status and requesting reimbursement for business entertainment.)

    How can I view my previous travel pre-approvals and expense reports?

    You can access previous reports in Chrome River through mySeaport or contact the Travel Business Services Specialist for a copy.

  • If I submit a uShop cart, do I need to submit a purchasing request form too?

    No, you only need to submit the justifications for the purchase.

    Can I have purchases mailed to my home address?

    No, all purchases must be shipped to a UNCW address.

    What vendor should I use?

    If possible, state contracted vendors should be used. Please use vendors with existing contracts listed in uShop when possible.

    What should I do if I have a purchase over $5k and I know the vendor’s name?

    • If the purchase is being made through a vendor on a state contract, you only need a quote. 
    • If the purchase isn’t being made through a state contract, a single/sole source waiver and quote are required.

    What should I know about paying sales taxes?

    All sales taxes must be removed from a quote before it can be paid. Additionally, taxes are not allowed to be charged on UNCW Card  transactions. (Contact the vendor before the purchase is made and provide the sales tax exempt certificate to get taxes removed.)

    How do I pay for a virtual conference?

    • Payment may be made via UNCW Card or out of pocket.
    • If you paid for a virtual conference out-of-pocket, you may only be reimbursed for the purchase after the conference has been completed. This process can process can take up to one month.

    Will my reimbursement always be approved?

    No, reimbursements must route through many levels of approvals which do not automatically guarantee approval. If your reimbursement is not approved, you will be notified by the BCST.

    How long until I will receive my reimbursements?

    The reimbursement process can take three or four weeks.

    When can an independent contractor begin work?

    Work may begin after all forms are received, reviewed, and a PO is in place in uShop. The BCST will be in contact with you regarding the receipt of forms.

  • What is the process for making a purchase against a grant?

    Contact Research and Innovation at CHHSGrants@uncw.edu to obtain approval for the purchase on the grant.  Research and Innovation will submit the request to the BCST and the Award Specialist will process the purchase.

    How can I find out how much I’ve spent against my grant?

    Contact the Award Specialist to obtain this information.

    What if I need specialized technology?

    Technology is automatically reviewed by Purchasing Services prior to processing in uShop. Please contact CHHS Research and Innovation to work with Purchasing Services to obtain approval for the item needed and then submit the request to CHHSGrants@uncw.edu to begin processing.

  • Can I set up a charge to be recurring if paid with a UNCW Card?

    No, UNCW Cards should not be used for recurring charges.

    Can I pay for a membership with a UNCW Card?

    Yes, but only if the membership is institutional. Individual memberships must be paid through a Chrome River Direct Pay Invoice.

    Can I use a UNCW Card to pay for a virtual conference?

    Yes.

    Can iPads and computers be purchased on a UNCW Card?

    No, these purchases must route through uShop.

    Can I pay for software and software subscriptions with a UNCW Card?

    Yes, however, the order will have to be submitted in uShop and approved by both ITS and Purchasing Services prior to being purchased with the UNCW Card.

    Can I pay for advertising with a UNCW Card?

    No, advertising transactions must route to UNCW's Office of University Relations for review through uShop. 

Need more information? Email BCST@uncw.edu.