Travel reimbursements to non-employees are processed using a Standard Voucher (Form AC92). The voucher must include the full name and home address of the individual being reimbursed. In the description section, please provide the specific purpose of the payment, including the dates of travel or activity.
The payee must sign the Payee Certification section of the voucher.
Effective February 1, 1994, all travel reimbursements to non-employees must follow the Receipted Method guidelines, which require itemized receipts for lodging and meals. All original receipts must be attached to the Standard Voucher before it is forwarded for the required approval signatures and processed by Accounts Payable.
Student travel expenses may also be reimbursed using a Standard Voucher under the same guidelines listed above, provided the travel is for an officially authorized event or other official University business. The voucher must be accompanied by:
- original receipts
- all required signatures
- a written justification explaining why the travel was official and necessary
A Travel Authorization is not required for students, unless the student is employed by the University (for example, a Graduate Assistant) and is traveling as part of their job responsibilities. In these instances, they will follow the same guidelines as Employee Travel Reimbursement
Students are generally not covered by the State liability insurance for travel, so they are not required to complete a Travel Authorization.
Note: An OTM Request must be submitted if lodging costs exceed the allowable lodging per diem rate.