Procedure: 203-Individuals Not Employed By University/State Government
FOR PAYMENTS USING A PAYMENT TO INDIVIDUAL REPORT (PIR)--NO PURCHASE ORDER IS REQUIRED:
Some contracts for consultants, contractors or other outside individuals include travel expenses in an all-inclusive fee for service. In cases where outside individuals require travel expenses in addition to the fee for service the reimbursement procedures will be as follows:
-
The allowable maximum for these travel expenses will be determined by the Dean/Director's office and be made known to the consultant or contractor. All other travel requirements shall be pursuant to University/State employee travel guidelines.
-
A Payment to Individuals Report form should be submitted for outside individuals who are eligible for expense reimbursement when the reimbursement arrangements were not written into a purchase order. All expenses will be documented with original, itemized receipts and attached to the Payment to Individuals Report. (Payment to Individual Report Procedure).
-
A University employee (e.g., coordinator, Dean, Director, Chairperson, etc.) with permanent status who can certify that the claimant provided service (volunteer work, received training, provided training, served as advisor or consultant, etc.) to the University or department thereof, will sign the Payment to Individual Report form as "Supervisor."
- Attach original, itemized receipts and complete the PIR Travel Supplement Page. Travel expenses must be documented and receipted to the same level of detail as employees in order to be non-taxable. Itemized receipts are required for all meals over the state maximums or meals provided for others. In cases of student group/team travel, where monetary allowances are dispensed and there is no receipt, the university employee (e.g., coordinator, Dean, Director, Chairperson, Coach, etc.) with permanent status, who can certify that the expenditures were travel related, should complete the Group/Team Travel Receipt Form, approve and submit for reimbursement.
- The Payment to Individual Report form should identify the relevant funding string and all travel expenses should be charged to SFS account code 2162, NON-EMPLOYEE TRAVEL. Any expenses that are not documented by original, itemized receipts shall be coded to SFS account code 2620, SERVICES - PROFESSIONAL, EDUCATIONAL, or VOCATIONAL - INDIVIDUAL, SOLE PROPRIETORSHIP OR PARTNERSHIP (Tax Reportable).
Procedure: 203-Individuals Not Employed By University/State Government