NON-EMPLOYEE TRAVEL

• Spousal/Domestic Partner Travel
• Prospective Candidates
• Student Travel

Travel expenses for an employee’s spouse/domestic partner are not reimbursable except as allowed in specific campus policies such as the University Executive Compensation Policy.

• When an employee traveler and a guest occupy a double room, the single room rate will be reimbursed and must be noted as such on the travel expense voucher.
• Airline mileage and other fares will only be reimbursed at an amount equal to the most economical direct route.

Employees can be reimbursed for incurring travel expenses such as, lodging or airfare on behalf of a perspective candidate/non-employee only when original receipts are attached to the standard invoice. This is due to tax implications.

To provide travel services for a candidate/non-employee, the department may choose from the following:

• Bill travel expenses directly through one of the designated travel agencies.
• Use a purchase order and standard invoice.

If neither of the above are used to provide non-employee travel expenses, the candidate/ non-employee must submit a signed itemized invoice and be reimbursed directly.

• Graduate students receiving a stipend and individuals on post-doctoral appointments are considered employees under University travel guidelines.
• Undergraduate students are considered non-employees and are reimbursed using a purchase order, paid through a standard invoice with receipts attached.

• Graduate students receiving stipends and individuals on post-doctoral appointments may receive a University advance from the Bursar’s Office by completing a Bursar’s Office advance request form signed by the approving authority and by the Controller’s Office.

Travel Policy and Procedures Manual (MAIN INDEX)

Travel Management, (MAIN PAGE)

Controllers Office (MAIN PAGE)

Web Site Development by The Controller's Office
For questions or comments regarding this site please contact A. Tan

Last Updated: 11/24/03