These instructions are inclusive to all non-employees travel charges for recruitments, guest lecturers/speakers, athletic officials, consultants, and students. Please refer to the special section pertaining to interview candidates.
In general, travel reimbursements to non-employees such as those mentioned, are non taxable. These and all other agreed upon expenses are done via a direct pay. Purchase orders must be issued to consultants accompanied by a consultant agreement prior to any reimbursement processing. Make sure to include a “reimbursable” up to a certain dollar limit on their person’s contract. Listed below are the account codes to be used:
Student/Non-employee travel…use one of these codes regardless of in-state or out-of-state. All transportation costs, meals, and hotel costs should be listed here. Student organization travel arrangements must be processed through the Student Accounting Office.
Consultants…use these codes to break out their stipends/payments and their actual expenses. Consultants require a contract to be processed through the Purchasing Office followed by a purchase order using these account codes. You may use 7104 series here for their travel expenses. Contact the Purchasing Office for information on contract requirements.
Honorarium…used mainly for stipends to artisans, musicians, crafts persons, sports officials and other professionals. You may use 7104 series here for their travel expenses. You will enter 2 separate FOAPAL lines on their payment document.
Even though the last two account code series is not included in the travel account codes, they are recommended to be used as it will keep all related costs/expenses for non-employees together. It is acceptable to use any of these within the stated ranges to specify a non-employees stipends and expenses.
We will accept the travel itineraries (instead of the last actual travel ticket) as a receipt for reimbursement. They do need to include all other original receipts for proper repayment.
Payment to non-resident aliens for travel costs can be more complicated. The reimbursement procedures vary for each country as well as the allowances according to their visa/passport information. Please contact the travel manager for complete details.