Guest/Visitor Travel & Expense Reimbursement
When possible, departments are encouraged to pay directly for their guests' travel expenses to minimize the out-of-pocket expense to the guest and to obtain the University's negotiated rates for their travel using a University P-Card. However, when guests pay for their travel expenses directly, they may need to be reimbursed for their travel expenses. The following outlines the process to be used to make this payment.Reimbursing a Guest/Visitor
Clemson guests may incur out-of-pocket travel expenses which need to be reimbursed. These expenses must comply with University travel policy and disbursement guidance based on source of funds to be used.
- You must communicate with your guest to provide guidance and pre-authorization outlining a cap on funds available to be reimbursed and instructions for submitting for reimbursement.
- Guest/Visitor must use the Non-Employee Visitor/Guest Travel Reimbursement form to document their expenses and collect receipts for their expenses of $25 or over.
- The Non-Employee Visitor/Guest Travel Reimbursement form must be submitted to the office indicated in the pre-authorization instructions by the Guest/Visitor within 30 days of the travel being completed
- Department must use the Non-Supplier Payment Request form in buyWays to process a reimbursement of travel expenses and attach the completed Non-Employee Visitor/Guest Travel Reimbursement form. International Suppliers CANNOT be processed as Non-Suppliers. Departments will need to request that International Suppliers be invited to register as a Supplier. They will have to complete their Supplier Registration process which allows Clemson University to collect information to process a wire payment in addition to the possible International Tax Documentation.
- You will need to use a Non-Supplier or Direct Expenditure form depending on the account code that is being used.