8.2.4 Request Non-Employee Reimbursement
Policy Statement
Non-employees who incur travel and business-related expenses on behalf of the University of Illinois System when supporting the system's mission of teaching, research, and public service may be reimbursed in accordance with IRS-accountable plan rules. Non-employees are not reimbursed unless they are providing a service, or their presence is required at a system event. The system will pay these expenses if the business purpose of the activity or event and the contribution of the non-employee are fully documented. That documentation must include how the dominant purpose of the event served the system's business needs and how the non-employee spent a substantial amount of time assisting that business purpose.
The expense must be approved by the unit head or delegate before incurring the expense. Instruct the payee to keep receipts for all expenses. Even though the payee is not a system employee, to achieve proper accounting standards, the reimbursement should still be submitted within 60 days.
Non-employees must be reimbursed through University Payables (UPAY).
Reimbursement for Spouse, Dependent or Guest of the President and Chancellors
The President and chancellors often perform official duties in such areas as development, alumni or governmental relations that may require the presence of their spouses. This includes events when the spouses of the system's guests will be present.
Reason for the Policy
To request reimbursement for non-employees who incure travel and business-related expenses on behalf of the system.
Applicability of the Policy
Travel and business-related reimbursement requests for non-employees who incur expenses on behalf of system.
Procedure
To request non-employee reimbursement:
- Determine whether the payee has a Banner vendor number.
- Consult the Emburse Enterprise job aid for step-by-step instructions, including how to submit the receipts.