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Procedures for Non-Employees

Travel Pre-Approval

Before a non-employee can travel on Official Business for the University a new vendor form should be completed.  Once the traveler is set up in Chrome River a pre-approval must be completed and approved for each trip. The pre-approval should include the following information: date, destination, purpose, funds, and all expenses that the trip. Pre-approvals must be processed for all travelers, even if not requesting a travel pre-payment or reimbursement.

All travel require the approval of the following people:

  • Traveler
  • Department Head or Chairperson
  • Budget Authority for all funds being charged
  • Grant Officer if a grant fund is being charged
  • Chancellor/Vice Chancellor for all travel outside the US, including travel to Alaska and Hawaii

*If the non-employee is from outside the United States a Foreign National Form needs to be completed and submitted to the Tax Compliance Office before the travel begins.


Prepaid expenses are only available to prospective employees coming to interview for a job. The following may be paid directly to the vendor in advance of the trip.

  • Agency Airfare
    1. Contact travel agency and select the flight desired
    2. Complete a pre-approval.
    3. Be sure to select Agency Airfare in the drop down box and Paid by Travel Office in the drop down box to ensure the travel office receives the approvals.
    4. Travel Office will notify the travel agency to purchase the ticket
  • * Please note if personal time is included with the travel you will need to get a quote from the travel agency showing the cost for the business dates only. This will need to be uploaded to the pre-approval. If the ticket including the personal time is more than the business time the non-employee will have to pay the University the difference.

  • Lodging
    1. The department can choose to have a direct bill for lodging when bringing in a prospective candidate for a job interview.
    2. The department will need to contact the hotel.
    3. Complete the pre-approval indicating the specific hotel and choosing paid by travel office in the drop down box
    4. The travel office will contact the hotel to authorize the stay once all the approvals have taken place.

For additional details about agency airfare please visit our webpage designated for this topic.

Travel Reimbursement Expense Report

Once the trip is over it is time to create the travel expense report. All expenses that the non-employee paid out of pocket (allowable travel expenses) should be included in the expense report.

  1. Collect all original receipts from the non-employee for reimbursement.
  2. Confirm the dates and times of the trip.
  3. Enter all expenses that the traveler incurred during the trip.
  4. Upload all the supporting documents to the expense report.
  5. Each expense you submit should have the corresponding receipt uploaded.
  6. After the approval processing, the traveler will receive a check in the mail or a direct deposit if they are set up for direct deposit.

KenanExpenses paid by someone else

If someone besides the non-employee paid for the expenses then the traveler can not get reimbursed for those expenses. These expenses will need to be reimbursed to the person who paid for the expenses, after the trip takes place. To do this you will need to enter these expenses under the  travelers name. The expense report should be made payable to the person who paid for the expenses. After entering the expenses and uploading the supporting documentation, attach the pre-approval to the expense report and submit the expense report in Chrome River.  Once approved the check will be printed in the next check run. 

Travel Reimbursement Deadline

Please keep in mind that the state requires all travel reimbursements to be submitted/received in the Travel Office within 30 calendar days of the return.