UNCW Card (Travel-Related)

• Airfare
• Baggage
• Lodging (Room Rate, Fees, & Tax Only)
• Internet for Business Purpose in Hotel
• Parking: Airport, Parking Decks/Meters, Hotel Garage—self-parking only, no valet unless it is the only option (documentation required)
• Registration (*travel related only)
• Rental Vehicle
• Fuel (for rental vehicles only)
• Tolls
• Taxi/Uber/Lyft/Curb/etc.
• Shuttle
• Train/Subway
• Ferry/Boat
• Golf Carts

When using the UNCW Card for lodging in North Carolina, at check-in, please inform the Front Desk Agent that you are paying with a North Carolina State Tax Exempt Credit Card (the tax id # is on the upper right side of the card). If the lodging establishment declines to waive the state tax, please indicate this on the folio (hotel invoice) before transmitting to Emburse.

1. Transactions and Receipts:
   Receipts are uploaded to the Cardholder’s e-Wallet and are used to document the business purpose. The cardholder or Emburse delegate reviews each transaction in the e-Wallet in Emburse for accuracy and to ensure the expense complies with state, federal, and university policies and guidelines. The traveler or delegate selects the credit card transactions to add to a Travel Expense Report and attaches the correct Travel Pre-Approval. The cardholder (traveler), budget authority, and grant officer (if grant funds are charged) must approve the Travel Expense Report for the transactions listed. The Travel Office reviews each Travel Expense Report for compliance auditing.
2. Review, Changes, and Posting:
   Emburse holds all bank transactions for departments to review. Emburse enables cardholders and their Emburse delegates to review charges on their credit card on a daily basis after charges are posted from the bank. Departments can make required fund and account code changes and assign a Travel Pre-Approval to each Travel Expense Report. After the charge and Travel Expense Report have been applied to a Travel Pre-Approval, the expenses are posted to the actual Travel Pre-Approval in Emburse.
3. Timeliness of Posting to Banner
   Charges are posted to Banner after the Travel Office reviews and approves the transactions on the Travel Expense Report.

For all other UNCW Card information, please refer to the UNCW Card Guide Website or the UNCW Card Program Teams site.

The UNCW Card Program provides permanent University employees with a credit card that is billed directly to the University. Liability rests with the University and not the Cardholder. The use of the UNCW Card is a standard business practice designed to ease the expense tracking and remove financial liability for individual employees.  A UNCW card is required to be used for all trips with a pre-approval of $10,000 or more. For all other travels, employees are encouraged to have and use a UNCW Card for their university business related travel expenses.

Enroll in new cardholder training PUR222: UNCW Card via the Finance Training System for an instructor-led course and complete your UNCW Card application. Advantages of using a UNCW Card include:

• Easy to apply for a UNCW card
• Reduction of out-of-pocket expenses for the traveler
• Separation of personal and business travel expenses
• Allows you to register and pay online for in person/off campus conferences
• No more waiting until after the trip ends for card transactions to post to your departmental fund (important at year end)
• Other than food, most travel expenses can be charged to the card
• Reduces risk to traveler for fraudulent activity
• Minimum monthly card limit of $25,000 and $5,000 single transaction limit (both can be increased for student group travel)
• UNCW is NC state tax exempt so lodging establishments in NC should not charge sales tax (savings to the department’s fund)
• Card transactions post into the Emburse eWallet making the completion of expense reports easier
• Travelers can take pictures of receipts while traveling and upload them into Emburse or by using the CR SNAP App, reducing the risk of losing receipts while traveling
• No personal financial liability – and no waiting for reimbursements until after travel occurs