Â鶹ÊÓƵÏÂÔØ

A.   SUMMARY

Certain individuals that are not employees of Â鶹ÊÓƵÏÂÔØ may periodically incur Â鶹ÊÓƵÏÂÔØ business-related travel expenses. These individuals are subject to the same travel guidelines as Â鶹ÊÓƵÏÂÔØ employees. Typical non-employees who travel on Â鶹ÊÓƵÏÂÔØ business include job applicants, guest speakers, students (both graduate and undergraduate), members of Â鶹ÊÓƵÏÂÔØ 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 Â鶹ÊÓƵÏÂÔØ employees as published in the other policies included in this section. Consultants incurring out of pocket travel costs associated with their work for Â鶹ÊÓƵÏÂÔØ must invoice their travel expenses as a component of their service fees. These costs should be charged to a Â鶹ÊÓƵÏÂÔØ 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 Â鶹ÊÓƵÏÂÔØ 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 Â鶹ÊÓƵÏÂÔØ department authorizing the travel, provided they fully adhere to all Â鶹ÊÓƵÏÂÔØ Travel Policies/Procedures.

2.   Non-employees may not receive Â鶹ÊÓƵÏÂÔØ cash advances for any costs.

3.   Rental vehicles:

a.   Non-employees traveling with Â鶹ÊÓƵÏÂÔØ employees who rent a vehicle using their Â鶹ÊÓƵÏÂÔØ 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. Â鶹ÊÓƵÏÂÔØ travelers should verify coverage with the rental agency prior to allowing non-employees to drive rental vehicles. If in doubt, a Â鶹ÊÓƵÏÂÔØ employee should complete the rental and drive the vehicle (see Procedure 07-010 Vehicle Rental Expenses).

b.   All other non-employees traveling on Â鶹ÊÓƵÏÂÔØ business who rent a vehicle are not covered for CDW or LDW under Â鶹ÊÓƵÏÂÔØ insurance policies. These travelers should purchase both the CDW and LDW and request reimbursement from Â鶹ÊÓƵÏÂÔØ.

4.   A non-employee traveling on Â鶹ÊÓƵÏÂÔØ 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 Â鶹ÊÓƵÏÂÔØ employees (see Procedure 07-007 Travel Meals). The Â鶹ÊÓƵÏÂÔØ 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 Â鶹ÊÓƵÏÂÔØ employees,
b. Travel on behalf of Â鶹ÊÓƵÏÂÔØ 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.