Procedure: 203-Individuals Not Employed By University/State Government
FOR PAYMENTS RESULTING FROM A PURCHASE ORDER:
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:
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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.
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All travel expenses, including maximums determined, will be detailed within the written contract and on the purchase order. Simply stating "plus expenses" in the contract or purchase order is not acceptable. Attach original, itemized receipts or provide a log of actual expenses to the invoice. The log must be comparable to the level of detail required of employees for a Travel Reimbursement Request. A log is sufficient only for expenses at or below the state maximum payments allowed under the "Accountable Plan." Original, itemized receipts must support reimbursement for amounts exceeding the maximums.
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All travel expenses for outside individuals shall be coded class code 2152, NON-EMPLOYEE TRAVEL when original receipts are provided. In lieu of receipts, individuals must attach a log or TER to the invoice. Any expenses that are not documented by original receipts or a log/TER, shall be coded to class code 3011, SERVICES - PROFESSIONAL, EDUCATIONAL, or VOCATIONAL - INDIVIDUAL, SOLE PROPRIETORSHIP OR PARTNERSHIP (Tax Reportable).
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In cases where the contract for consultants, contractors or other outside individuals include travel expenses in an all-inclusive fee for service, code the expense to class code 3011, SERVICES - PROFESSIONAL, EDUCATIONAL, or VOCATIONAL - INDIVIDUAL, SOLE PROPRIETORSHIP OR PARTNERSHIP (Tax Reportable).
Procedure: 203-Individuals Not Employed By University/State Government