Non-Employee Travel

How do I handle travel arrangements for Western Guests, Speakers/Performers, Interviewees and students? When is a Travel Authorization required? Travel Authorizations (TA) are not required for non-Western employees. TA’s are required for Western employees. And student-employees when the nature of the student travel IS FOR their paid position and not a part of a club or activity.

 

Western Guests/Speakers/Performers:

  • If Western is paying a Guest beyond simple mileage and per diem, a contract or personal services agreement is needed. Please visit our Contract Administration Department web page for more details. . Travel Authorizations are not required for non-Western employees. But if we are reimbursing a Guest for their travel expenses, a contract is likely required.
  • If you need to buy air travel and you have a contract approved, please provide one of our approved Travel Agencies with the Contract Routing form eSign number and your fast index. For example, 789123-FOBUYS.
  • If you need to reimburse a Western Guest, please use a Services Reimbursement form referencing the Contract Routing Form eSign number for payment.
  • If you need to pay for their hotel stay or rental car, please use a Purchase Form referencing the Contract Routing form eSign number and the traveler’s name.


Interviewees:

  • If you are recruiting and bringing a candidate to campus, we do not require a Travel Authorization. The reason is because permission to recruit/hire/interview has already occurred (or should have). Travel Authorizations are not required for non-Western employees.
  • If you need to buy air travel and you have a Request to Interview form approved, please provide one of our approved Travel Agencies with the Request to Interview form eSign number and your fast index. For example, 789123-FOBUYS.
  • If you need to reimburse a Western Candidate, please use a Services Reimbursement form referencing the Request to Interview form eSign number for payment.
  • If you need to pay for their hotel stay or rental car, please use a Purchase Form referencing the Request to Interview form eSign number and the traveler’s name.

 

Students:

  • If the student is a student employee, use TEM
  • Other student travel (if required) still use TE eSign form or Mileage Daytrip eSign form and make a note that the traveler is a student.

 

 

For all other cases, call Travel Services x3341 or email Travel Services

Page Updated 10.16.2013