Non-Employee Reimbursements
Special Reimbursement Circumstances
Travel to RIT by non-employees for employment interviews, visits by lecturers and other official visitors, travel for independent contractors/consultants, and travel for students as part of their educational and/or research requirements are often necessary to complete business objectives. Funds to support these activities are commonly limited by departmental budgets and/or the terms of grants and contracts.
For vendors and contractors specifically, reimbursement details are based on contract terms. No commitment for reimbursing non-employee expenses should be made without first consulting the appropriate department head, budget authority or principal investigator to determine whether or not such reimbursement is authorized.
Travel expenses for companions - such as spouses, family members, or others accompanying an employee - are not reimbursable unless the companion’s presence serves a clear and documented business purpose. In cases where no such business justification exists, all related expenses (e.g., airfare, lodging, meals) are considered personal and will not be covered by RIT.
Prospective employees may be reimbursed, if authorized, for travel expenses incurred in connection with an employment interview at RIT in accordance with the normal travel policy for employees. Candidates can be reimbursed through raising an RSC ticket; to request reimbursement for RIT Request for Non-employee Travel Expense Processing.
If your travel is funded by an externally funded grant or contract, you must adhere to all RIT policies and procedures. In addition, there may be specific sponsor restrictions you should be aware of before making travel arrangements. If you have questions about the allowability of expenditures, please contact your Sponsored Programs Accounting representative.
Contractors and consultants can be reimbursed by raising an RSC ticket. To request reimbursement for an individual consultant or contractor, submit a RIT Request for Non-employee Travel Expense Processing. If the reimbursement should go to their company, first verify that the company is registered in PaymentWorks. Once registered, submit a Supplier Invoice Request through Workday to reimburse the company for expenses. All payments must follow the terms outlined in each vendor's contract.
Instructions for this process can be found in the Create Supplier Invoice job aid.
The department may authorize reimbursement to visiting lecturers or other official visitors for expenses incurred in connection with their travel to RIT. The reimbursement policies in effect for regular travel should be followed. To request expense reimbursement, submit a ticket for RIT Request for Non-employee Travel Expense Processing.