- How to process
- All Non Employees travel should be processed on paper travel authorization and paper travel reimbursements.
- All expenses for a non- employee should be claimed on that non- employee’s travel. You should never claim expense on someone else travel.
- Travel expenses for members of a non-employees family are not reimbursable.
- Travel Advance
- No travel advance will be made to non-employees
- Prepaid Expenses
- Airfare
- Agency Airfare(only)
- Contact Travel Agency to select airfare
- Once airfare is chosen enter a requisition into banner for a Purchase Order
- Fax a copy of the airfare itinerary to purchasing
- Call purchasing to let them know there is an airfare purchase order created
- Budget authority will have to approve
- Once they have approved the agency will be notified to approve the ticket.
- There are no other prepaid expenses allowed for non-employees.
- In State
- Non-Employees traveling on state business are subject to the same regulations as are state employees.
- A detailed purpose statement for the travel and the relationship/benefit to the University or sponsoring agency must be written in the purpose line of the travel authorization.
- Prospective Professional Employees visiting the University for employment interviews are limited to three days (5 days if one is Saturday) worth of transportation and subsistence expenses.
- All in- state travel should have a paper travel authorization completed and approved by the budget authority and traveler before the trip takes place
- In-state travel follows normal rules and regulation of the University travel policies.
- Lunch is not reimbursable on day trips.
- All travel reimbursement should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
- Original paper travel reimbursement and backup documents are required with the travel package.
- If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
- Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
- Send travel reimbursement to Travel Office to be processed
- Out of State
- Non-Employees traveling on state business are subject to the same regulations as are state employees.
- A detailed purpose statement for the travel and the relationship/benefit to the University or sponsoring agency must be written in the purpose line of the travel authorization.
- Prospective Professional Employees visiting the University for employment interviews are limited to three days (5 days if one is Saturday) worth of transportation and subsistence expenses.
- Out-of-state travel consist of the continental United States (Alaska and Hawaii are Foreign Travel)
- All out–of -state travel should have a paper travel authorization completed and approved by the budget authority and traveler before the trip takes place.
- Out-of-state travel follows normal rules and regulation of the University travel policies.
- Lunch is not reimbursable on day trips.
- Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
- All travel reimbursement should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
- Original paper reimbursement and backup documents are required with the travel package.
- If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
- Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
- Send travel reimbursement to Travel Office to be processed
- Foreign Travel
- Non-Employees traveling on state business are subject to the same regulations as are state employees.
- A detailed purpose statement for the travel and the relationship/benefit to the University or sponsoring agency must be written in the purpose line of the travel authorization.
- Prospective Professional Employees visiting the University for employment interviews are limited to three days (5 days if one is Saturday) worth of transportation and subsistence expenses.
- Foreign travel included Alaska and Hawaii
- All foreign travel should have a paper travel authorization completed and approved by the budget authority, Department Head, traveler, and Vice Chancellor before the trip takes place
- Airline Tickets cannot be processed until the Vice Chancellor has approved the travel.
- If contract and grant funds will be used on the travel the grants office must approve all travel authorization and payments.
- Foreign travel follows normal rules and regulation of the University travel policies.
- Foreign meal per diem is determined by where the destination of the trip is.
- Foreign meal per diem can be found on the Department of States webpage.
- Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
- All travel reimbursement should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
- Original paper reimbursement and backup documents are required with the travel package.
- If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
- Conversation calculations must also be shown on all backup documentation.
- Use the following currency conversion for all receipts http://www.oanda.com/convert/classic
- Print out the currency conversion from Oanda and attach to the supporting documentation.
- Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
- Send travel reimbursement to Travel Office to be processed
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