This information is intended to provide a brief overview of the rules regarding university non-employee student and guest travel and the processes for procuring travel.
Authorization to Travel
For non-employee student travel, a Student Non-Employee Travel Event Request Form should be completed and submitted with the check request.
Receipts, Documentation and Processing Requirements
- Non-employee travel reimbursements should be requested via a Check Request and not submitted on a Travel Voucher.
- The Department should issue a letter of invitation to the individual specifically clarifying receipt retention requirements for reimbursement. The invitation letter should accompany the completed check request.
- Detailed receipts and/or invoices are required for all expenses regardless of amount.
- The Receipt/Invoice must show that the expense was paid in full (documentation/substantiation for reimbursement cannot show an amount due)
