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Purchasing & Travel Resources

Business Core Service Team

Find answers to your questions about travel, purchasing (including grants) and UNCW cards.

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.