Non-Employee Travel - Contractor/Speaker/Performer

Contractors

  • Please see Services and Honorariums for speakers and performers and the Types of Contracts page to determine if a Performance/Service Agreement is required. Please see contact our Contract Administrator Andrea Rodger x4478 if you are not sure if you’ll need a contract.
  • If you obtain a contract, include that you will cover estimated travel expenses, and you will not need to complete a separate TE form. You will reference the Contract Number on any subsequent payment forms (i.e. Purchase Requisition or Services/Reimbursement Form). Purchase Requisitions are used to pay companies or vendors, Reimbursement Forms pay individuals and require a signature. Forms are available from the Purchasing Department.
  • If you need to purchase airfare and you have a contract approved, please use your Department Travel Card or One Card and reference the contract number when reconciling the transaction. Alternatively, we can reimburse the guest after their trip.
  • If you need to pay for their hotel stay or rental car, use one of the following:
    • Department Travel Card or One Card;
    • Purchase Form referencing the Contract Number and Fast Index;
    • Be sure to include the traveler’s name.
  • If you need to reimburse a contractor, please use a Services Reimbursement form (available from Purchasing Department) referencing the Contract Routing Form

 

Non-Contracted Services

  • If a contract is not required, please complete a Travel Authorization eSign form. You will attach the locked e-sign form on any subsequent payment forms (i.e. Purchase Requisition or Services/Reimbursement Form).
  • If you need to purchase airfare please use your Department Travel Card or One Card and reference the Travel Authorization E-Sign number when reconciling the transaction. Alternatively, we can reimburse the guest after their trip.
  • If you need to pay for their hotel stay or rental car, use one of the following:
    • Department Travel Card or One Card;
    • Purchase Form with an attached Travel Authorization eSign form
    • Be sure to include the traveler’s name.
  • If you need to reimburse a traveler for non-contracted services, use a Services Reimbursement form (available from Purchasing Department). Please attach the Travel Authorization eSign form.

 

Questions?

Call Travel Services 650-3341 or email Travel Services

Page Updated 01.25.2017