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Arranging Travel and Paying Expenses for Travelers who are not Academic Employees

When there is a bona fide business purpose, academic departments are allowed to provide for travel arrangements and payments to non-academic employees.  This includes any individuals who are not paid through the Academic Division’s Human Resource system.

Pre-approval is required before expenses are incurred, all expenses must be within established limits, and comply with other requirements established in policy FIN-004

There are two types of Travelers:

1.    Those that are not University employees, such as contractors, students, visiting scholars, guests, and job candidates.
2.    Those that are Medical Center employees, fellows, and UPG employees.

 

Using TravelUVA

An academic employee can make travel arrangements for a non-academic employees by choosing the Book for a guest option in Concur or by calling Christopherson Business Travel at 1-844-4UVA-CBT.

These travelers will not have a traveler profile in Concur. Information is simply entered when the reservation is made.

Book a trip with

TravelUVA

 

Special Considerations When Making Travel Arrangements

Job Candidates:


Travel expenses for spouses and dependents are permissible during the interview process prior to an employment offer since employment is considered a family decision.

Companions:


Expenses related to a companion traveling or attending a business meal, are an allowable expense if the companion is considered to have a bona fide business purpose, rather than a personal or social purpose. Companion expenses will be paid based on actual costs and must be supported by itemized receipts regardless of the amount. It will also require justification and approval by the Supplemental Approver.

Vehicle Rental:


Non-employees are not covered under the University’s automobile self-insurance plan. For these individuals, the University will reimburse LDW and CDW insurance.  Departments should reimburse non-employees for rental car expenses. The T&E card and/or direct bill accounts may not be used to pay for non-employee rental expenses. This does not pertain to medical center employees as they are covered as an employee (see Planning and Paying for Employee Travel).


Travel Meals:


Non-employees are not allowed meal per diems. Expenses for non-employees will be paid based on actual costs and must be supported by itemized receipts regardless of the amount. Alcohol expenses on any meal receipt must be paid from local funds.
Medical Center employees, fellows, and UPG employees may receive travel meal per diems (see Planning and Paying for Employee Travel).


Living Allowance:


Instead of reimbursing for actual expenses supported by receipts, departments can provide non-employees (excludes Medical Center employees, fellows, and UPG employees) a living allowance. For example, instead of requiring a non-employee to provide receipts for meal reimbursement, a living allowance can be provided instead.  The following expenditure types must be used when paying a living allowance:


•    Living Allowance, Non-Stu
•    Living Allowance, NRA Non-Stu (for a foreign non-employee).  


Please note that paying a living allowance is considered income and subject to tax or tax reporting.

Paying for Travel Expenses

Reimbursement for travel expenses should not be requested until after the travel is completed.  All expenses submitted for reimbursement must be supported by itemized receipts regardless of the amount except for tolls, parking, and mileage.  Departments may also prepay expenses directly to a travel provider for expenses such as an airline ticket and/or hotel. Although allowed, this is not recommended because if the travel does not occur it may be difficult to obtain a refund.   A missing receipt affidavit must be provided when a receipt is missing.

Procedure for Reimbursing Traveler

1. Traveler must register as a vendor (except students) by completing a vendor registration form

2. Department must:

A. Complete a “Non-employee Travel Reimbursement Form” for those that are not a University employee, such as contractors, students, visiting scholars, guests, and job candidates

OR

B. Complete a “Travel Reimbursement Request” for Medical Center employees, fellows, and UPG employees.

Then:

  • Attach receipts
  • Obtain approvals
  • Enter a Payment Voucher in the Integrated System and attach the “Non-employee Travel Reimbursement Form” or “Travel Reimbursement Request” and all receipts/missing receipt affidavits to the “paper clip”.

3. Payment should be made approximately seven (7) days after Payment Voucher is submitted.