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Reimbursements

How do reimbursements get processed?

 

Employees

A Request should always be done prior to an overnight trip for all UNT staff/faculty and UNT students or if you will need to book anything in Concur.

All employees facilitate reimbursement (travel and non-travel expenses) by completing an Expense Report in Concur and submitting it through Concur's automated approval workflow. Anyone with a valid & active HR record will have a Concur profile. 

If actively employed by UNT, UNT Frisco, UNT Health Science Center, UNT Dallas, or UNT System, please ensure that your address and Direct Deposit information is up to date in your MyUNT profile. Please ensure this information is updated before submitting a reimbursement report in Concur for accurate processing.

  • To update Direct Deposit settings, log into your employee HR profile and navigate to: Payroll > Direct Deposit.
  • To update contact information, log into your employee HR profile and navigate to: Personal Details > Home and Mailing Address. (Please make sure that both your home and mailing addresses are updated. Make sure your phone number and email addresses are updated.)

Relocation/Moving Expenses - These expenses are NOT processed through Concur or through Procurement. Relocation/Moving expenses are paid through an ePar. See the Administrative Procedure HERE.Contact epar_help@untsystem.edu for assistance.

Students

A Request should always be done prior to an overnight trip for all UNT staff/faculty and UNT students or if you will need to book anything in Concur.

All student reimbursements (travel and non-travel expenses) are facilitated by completing an Expense Report in Concur and submitting it through Concur's automated approval workflow. Someone in the student's department may need to complete this on their behalf as a delegate.

For all students (not employed) of UNT, UNT Frisco, UNT Health Science Center, UNT Dallas, or UNT System please ensure that your address, email and phone information is up to date in your MyUNT profile. Please ensure this information is updated before submitting a reimbursement report in Concur for accurate processing.

Delegates should invite the Student as a Supplier in PaymentWorks and then submit a non-employee form for all students that are not employed with UNT System. More information on this process can be found here.

  • To update all contact information, log into your MyUNT student portal and navigate to: Personal Details > Home and Mailing Address. (Please make sure that both your home and mailing addresses are updated. Make sure your phone number and email addresses are updated.)”

Non-Employees

All non-employees facilitate reimbursement (travel and non-travel expenses) by completing an Expense Report in Concur and submitting it through Concur's automated approval workflow. Non-employee profiles have to be created by the Card Services Team. Information is linked below. 

  • Non-Employee PaymentWorks and Concur Profile Set up - How to create a profile for a non-employee (students, prospective employees, and other non-employee guests of the University for non-travel reimbursements & travel pre-approval > travel booking > travel reimbursement.

Training Resources

Travel Training

Special Reimbursement Processes

Relocation/Moving Expense Reimbursement

Relocation/Moving Expenses are processed through an ePar

Health Insurance Reimbursement

If an new employee is claiming health insurance reimbursement of an equivalent policy, for the 60 day interim before eligibility for UNT paid insurance benefits, the following applies in order for reimbursement to be approved:

  1. Insurance contribution rates are for health insurance reimbursement only. Dental and vision insurance or any other elective insurance is not reimbursable. See website for contribution rates for health insurance here: https://hr.untsystem.edu/benefits/healthcare-benefits/fringe-benefits.php. The rates are monthly rates.
  2. A written confirmation should be obtained by the department on what the employee plans to enroll in and whether it includes family or the employee only.
  3. The signed employee hire letter should be submitted with the Expense Report as supporting documentation.

 

Send Questions to travel@untsystem.edu or 940-369-5757.

 

Reimbursement Restrictions

The following goods/services and vendors are restricted and out-of-pocket expenses are non-reimbursable:

  • Airline club membership/fees
  • Alcohol (on State or sponsored program funds)
  • Cash transferring services (Venmo/Cash App/ Apple Pay/ Zelle)
  • Child care
  • Country club memberships
  • Dental insurance
  • Extra baggage fees (on State or sponsored program funds)
  • Gift cards/gift certificates/vouchers
  • Gym membership/pass
  • Laundry/Dry cleaning
  • Membership/Dues (on State or sponsored program funds)
  • Prolific
  • Relocation/moving expenses
  • Tips (on State or sponsored program funds)
  • Travel health insurance
  • Vision insurance