Have you completed the Coupa Travel Trainings?

Coupa will not allow access until training has been completed.

Log in to UNT Bridge to complete the Travel Trainings.

What does UNT use Coupa for?
Coupa is used mainly for travel pre-approvals, travel bookings via Deem, travel expense submissions, and certain administrative workflows.
Do I need to submit a Travel Authorization before making travel arrangements?
Yes, all Travel Authorizations must be approved in Coupa before flights, hotels, registrations, or any travel arrangements are purchased.
How do I start a travel request in Coupa?
Log in to Coupa, under Shortcuts, choose either the Domestic Travel Request or International/Puerto Rico Travel Request.
What happens after my travel request is submitted?
Your supervisor reviews and approves the request in Coupa, and then you may book travel. You can follow the progress of the request under the Approvers section under the request.
Are the amounts on Coupa travel request required to be exact?
No, Coupa uses estimated expenses for pre‑approval, though estimates should be accurate.
What documentation do I need for a reimbursement?
Itemized receipts must include the amount, payment method, and date. You may upload them via the Coupa App or the Coupa website.
How are mileage-only reimbursements handled?
Mileage‑only trips do not require a Coupa request. Please be sure to calculate the mileage in accordance with the Mileage Reimbursement Direction from UNT Travel.
Who enters my travel items into Coupa?

You or someone that you have designated as a delegate. Here are instructions on setting up a Delegate.

 

How far in advance should I submit a travel request?
Submit travel requests at least 3 weeks before travel.
Do I need to provide a tax exemption form for Texas hotels?
Yes, provide the UNT System tax exemption form at check‑in.
Do I need a UNT Travel Card?
Possibly, the UNT Travel Card can be used to book travel like a regular credit card, and it does not require the Traveler to pay for their travel expenses out of pocket. The Travel Card is not mandatory, but an option you may choose to have. Here is a link for an overview of the Travel Card.
If I have completed the Travel Training, can I get a Travel Card?
No, you will need to complete the Travel Card Training in addition to the Travel Training. Both are conveniently located in UNT Bridge.
Where can I find chart string information?
Please consult your area’s Admin or Budget Officer for the most up-to-date chart string information.
Is there a Teams Group where I can ask my Travel Questions?
Yes, Card Services and Travel Group.
How long will I receive my reimbursement after submitting my expense report?
Reimbursements are handled on regular payroll dates. Usually, the 15th and the last day of the month.
Do I need to convert expenses to US Dollars when claiming for International Travel?
Yes, expenses claimed for reimbursement should be converted to US Dollars. Each expense must be accompanied by Conversion Documentation. Currency amounts can be converted online with Oanda.
I chose to tip; will I be reimbursed?
Tips up to 18% will be reimbursed if using a UNT Travel Card or UNT P-Card in line with the State of Texas policies. Personal cards are not capped at 18%. Grant funded travel has a restriction on how the funds can be used and may require a different funding source for reimbursement. The tip must be documented on the receipt being submitted with the Expense Report.
I get a No Vendor ID (VID) on User Profile error what do I need to do?
Contact Supplier.Management@untsystem.edu with your Employee ID request VID. Once a Vendor ID has been created email Travel@untsystem.edu asking to add your VID to your existing Expense Report. Please include the title of the Expense Report to aid Travel in locating the correct Expense Report. It is highly advised if it is your first time traveling or you are a new employee emailing Supplier Management to set up your VID before you travel to avoid this issue.
I have outstanding charges on my account for a future trip; can I submit an expense report?
No, you cannot pre-pay for a future trip. You must be on the trip or have returned from the trip to submit expense reports. You can use the Coupa App to upload receipts and submit them on expense reports while traveling.