Travel and Expenses for Non-Employees

When there is a bona fide business purpose, academic departments are allowed to provide for travel arrangements and payments using academic funds to non-employees.

All expenses must comply with requirements established in policy FIN-004. Non-employees must adhere to the same policy guidelines/ limits as employees for actual meals, lodging, and other expenses.

Non-employee travelers include:

  • Contractors
  • Students
  • Visiting scholars
  • Guests
  • Job candidates

 

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.

 

Special Considerations When Making Travel Arrangements

Job Candidates:

Employee recruitment is considered official University business. Therefore, reasonable expenses incurred by a prospective employee or University employee who is directly involved in the recruitment process are reimbursable. Generally, a guest or spouse/domestic partner of a prospective employee is not required during the recruitment process and their expenses are not reimbursable. However, the inclusion of the prospective employee's spouse/domestic partner is allowable when approved in advance by the appropriate school/unit/department head.

Expenses of a prospective employee’s spouse/domestic partner involved with the interview process are only reimbursable using local funds.

Spouse/domestic partner expenses and the specific position name must be identified under recruitment on any related travel reimbursement request.

[Note: Any spousal/ domestic partner expenses incurred in connection with the recruitment process are considered Nonqualified (Taxable) Expenses subject to withholding of applicable taxes.]

Companion travel must be routed through a spend authorization review process in the finance system in order to confirm that the business purpose meets the IRS’ definition of a bona-fide business purpose and to confirm the tax liability to T&E Cardholders and/or other individuals.

Refer to Policy FIN-004 for the full policy.

 

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. However, companion travel is not allowed to be purchased on the T&E card. 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 Senior Department Finance Approver. Expenses related to companion travel require submission of a Spend Authorization in Workday Expenses prior to purchasing their travel. 

 

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.


 

Travel Meals:

Non-employees are not allowed meal per diems.

 

Actual Meals: When claiming actual meals, travelers will be paid based on actual costs and these must be supported by itemized receipts regardless of the amount. Travelers should follow the University's standard daily limit of $75. Exceptions over $150 per day require justification and approval by the Senior Department Finance Approver. Travelers should claim actual meals or per diems but not both in one trip. 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.

 

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. 
  • A missing receipt affidavit must be provided when a receipt is missing.
  • Departments may 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/credit.
  • Non-employees must adhere to the same policy guidelines/ limits as employees for actual meals, lodging, and other expenses.
  • Points (from a loyalty program, credit card, etc.) used to purchase travel do not have a dollar value and are therefore not reimbursable.

 

Procedure for Reimbursing Non-Employee Traveler

Non-employee travelers (including students) must register as an Individual Payee in PaymentWorks. Medical Center and UPG employees being reimbursed using academic funds may submit their request in Workday Expenses. The department must:

*Also review the Create Supplier Invoice Request QRG.

Payment should be made approximately 7-10 days after the Supplier Invoice Request is approved.