A.  SUMMARY
Certain individuals that are not employees of ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û may periodically incur ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û business-related travel expenses. These individuals are subject to the same travel guidelines as ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employees. Typical non-employees who travel on ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û business include job applicants, guest speakers, students (both graduate and undergraduate), members of ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Boards of Trustees, volunteers, and paid consultants.
For paid consultants, provisions for reimbursement of all out-of-pocket expenses, including travel costs, should be included in each consulting agreement. If an agreement does not include such provisions, the consultant must follow the terms set out for ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employees as published in the other policies included in this section. Consultants incurring out of pocket travel costs associated with their work for ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û must invoice their travel expenses as a component of their service fees. These costs should be charged to a ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û account codes in the 717 – Professional Services range, and will be included on the U.S. Form 1099 (or equivalent) issued each year.
For all other non-employees, a request for reimbursement of travel expenses incurred using the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Non-Employee Travel Reimbursement form must be submitted along with all original receipts for any non-employee cost reimbursement.
B.  SPECIFIC PROCEDURES
1.  Non-employees may make their own travel arrangements at the discretion of the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û department authorizing the travel, provided they fully adhere to all ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Travel Policies/Procedures.
2.  Non-employees may not receive ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û cash advances for any costs.
3.  Rental vehicles:
a.  Non-employees traveling with ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employees who rent a vehicle using their ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Purchasing Card will have CDW and LDW coverage under the Master Card Guide to Benefits only if their names are on the auto rental agency contract at the time the vehicle is picked up. ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û travelers should verify coverage with the rental agency prior to allowing non-employees to drive rental vehicles. If in doubt, a ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employee should complete the rental and drive the vehicle (see Procedure 07-010 Vehicle Rental Expenses).
b.  All other non-employees traveling on ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û business who rent a vehicle are not covered for CDW or LDW under ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û insurance policies. These travelers should purchase both the CDW and LDW and request reimbursement from ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û.
4.ÌýÌý A non-employee traveling on ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û business that has been approved by the Department Head may be reimbursed for mileage at the IRS mileage rate or a lesser amount. The business purpose must be clearly documented.
5.  Travel Meals: Reimbursements should follow the guidelines for ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employees (see Procedure 07-007 Travel Meals). The ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û business purpose must be provided to determine if the meal falls under the IRS Accountable Plan Rules or if the meal cost is taxable compensation.
6.  Special visa rules apply to foreign individuals who:
a. Are not ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employees,
b. Travel on behalf of ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û either to or from the U.S., and
c. Receive reimbursement for that travel.
Departments should contact their campus Office of International Students/Studies for assistance in this area.
The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.Â
