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Non-Employee Travel

Travel

View Official Policy: Non-Employee Travel Policy

This policy shall address non-employee travel to include students, consultants, official guests, and individuals applying for a job at the institution. Travel expenses for non-employees should be limited to certain circumstances as described below:

  1. Students authorized to travel for participation in academic programs and sanctioned student events to include athletic and recruiting events.
  2. Individuals contracted to perform a service for the institution where the contract provides for travel reimbursement.
  3. Job applicant travel associated with an interview. Note: Job applicant travel does not include pre-move or house-hunting trips once an employment offer has been extended to the candidate. If travel is provided to the candidate between the time an offer has been made and the time an offer has been officially accepted, those travel expenditures cannot be made from a University account; however, departments can request expenses be paid directly from a University Foundation account. Once the offer has been accepted by the candidate, payment for travel expenses that are not business related (i.e. pre-move or house hunting trips) must follow procedures as outlined in the Relocation Expenses Policy.
  4. Official guests providing a direct benefit to the University by collaborating, presenting, or participating in academic, research, or conference activities. This arrangement would represent a “quid pro quo” scenario between the official guest and the University (i.e. the University is paying the travel expenses of the non-employee in exchange for the services/benefits received).

Payment of travel for non-employees as described above, should take into account funding availability and the business necessity of paying such travel. Departments may commit reasonable and necessary amounts for these expenditures; however, payment of these travel expenses is subject to the allowable limits as specified in the UGA Travel Policy. All non-employee travel expenditure documentation is open for public examination. University employees and management should take necessary steps to ensure that all non-employee travel payments are thoroughly documented and appropriately reviewed and approved at the department head level in accordance with the UGA Travel Policy.

This policy does not allow for payment from a University account, regardless of the funding source, for travel expenses of guests, spouses, or family members accompanying the non-employee. Payment of travel expenses for guests, spouses, or family members accompanying the non-employee must be paid directly from a University Foundation account.

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President & Controller

Policy Owner: Accounts Payable

Policy Contact:  Sarah Garner

Phone Number: 706-542-2786

Date Issued:

Last Reviewed/Updated: