Non-employee and Guest Travel

Travel expenses incurred by non-employees or guests (e.g., speakers, visiting collaborators, or other individuals invited for official University business) are not subject to the travel guidelines and restrictions outlined in BPM E-5-1. However, the following does apply to these individuals:

1. Departmental/unit approval is required. All non-employee or guest travel expenses must be approved in advance by the department or unit.
2. Reasonable and necessary expenses are reimbursable providing the individual resides 50 miles or more from the campus or work location. The expenses may include, but are not limited to:
   1. Actual meal expenses (itemized receipts required) or per diem
   2. Lodging and local transportation
   3. Commercial airfare, including upgraded fares when appropriate
   4. Expenses for accompanying spouse/partner (on discretionary funds only)
3. Non-reimbursable expenses include, but are not limited to:
   1. Expenses for accompanying child(ren)
   2. Personal days
   3. Personal expenses, including, but not limited to, unapproved room service, unapproved alcohol, parking tickets, phones calls, etc.

This section does not apply to job candidates. Information regarding reimbursement of recruitment-related expenses can be found in BPM E-7-9 Recruitment Expenses.

Departments must retain supporting documentation and itemized receipts for all reimbursements and expenses and ensure that expenses are consistent with a valid University business purpose. Travel reimbursements for non-employee and guest travel should be completed via a Payment Request Document (PRD).