Employee Travel

image 475x230


There are two options for paying for a registration. The first option is the traveler can pay for the registration and get reimbursed after the trip. The second option is to have the registration prepaid by the University. Registration fees may be prepaid by the University directly to the conference/vendor by using a Visa Travel Card or completing an expense report in Chrome River after your pre-approval is approved. Registration fees paid by the employee/traveler on a personal card before the trip will be reimbursed after the trip has taken place and travel is completed. Any meals included in the registration fee will be excluded from the traveler's per diem reimbursement, even if the traveler did not attend the meal function.

Prepaid Registration

If the traveler would like the registration fees to be paid by the university before the travel takes place, we must pay the conference/vendor directly.  A Pre-Approval should be created first and approved by all approvers.  An Expense Report will then need to be created in Chrome River and the conference information (registration form and schedule of registration fees from the conference website) will need to be uploaded into the Expense Report.  The person creating the Expense Report will need to make sure to select the correct vendor with the correct address.  If the Payee needed is not found or the Payee does not have the correct address the person entering the Expense Report will need to complete a Vendor Setup and Maintenance form and submit it to newvendor@uncw.edu.  If the Payee is in Chrome River but the address needs to be changed, please put the 85 Vendor number on that Vendor Setup and Maintenance form.  The second option to pre-pay the registration is to use the Visa Travel Card for the employee's registration.

How to Process a PrePaid Registration in Chrome River

In order to create an expense report in Chrome River to prepay the registration, the following steps will need to be completed in Chrome River once the Pre-Approval is approved.

  • Select +New Expense Report
  • Complete the header information on the expense report including the payee
  • Click + symbol in the middle of the page to open the tiles page, then click on the registration tile
  • Enter the registration information
  • Upload the registration form, agenda, and schedule of registration fees to support the payment
  • Click Submit
  • Apply the pre-approval related to this trip
  • Click Submit again
  • After the approval process, the expense report will route to the Travel Office to review and approve.  If "Attachment required to be mailed with check" is selected under Check Handling, then the Travel Office will attach the registration form to the check when printed.

Cancellation of a Prepaid Registration

When a trip cancellation involves registration fees that were pre-paid directly to the vendor by the University, the employee's department must check with the vendor to see if the registration fee can be refunded. If a refund is not given, a comment to that effect must be entered in the comment section of the Chrome River Expense Report . If a refund is given, the department should take the refund check to the travel office with a memo specifying which travel the check applies to. The travel office will deposit the check to the correct fund and account for you.

Reimbursement for a Registration

Reimbursement for a registration that the employee paid for will be handled as part of the entire reimbursement for the trip. This should be entered in the expense report in Chrome River under the registration tile. Reimbursement should not be requested for registration fees paid for in advance by the University.  In order to be reimbursed for the registration fees the following is required:

  • Receipt showing payment of the registration fee, schedule of registration fees, and the traveler's name is required.
  • Web receipts are acceptable if they include the same information as above, as well as the name of the organization that received the payment.
  • Include a copy of the conference agenda or brochure that shows whether meals or other expenses were included with the registration fee. Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.
  • If someone other than the traveler pays for the registration fees, that person will have to be reimbursed for the registration expenses. You will have to create a separate  expense report payable to the person who paid, and apply the expense report to the pre-approval related to the travel.  We will need the paid registration receipt that shows the traveler's name and the name of the person that paid.