Non-Employee Travel

This reimbursement applies to any type of travel (in-state, out-of-state, mileage-only). This does not apply to KU employees or students and does not require a Travel Request.

• Trip Details
  • Travel Dates
  • Locations (To/From)
  • Multiple locations can be included
• Business justification
  • Purpose of travel
  • Why it is necessary
  • Benefit to department/unit or grant
• Funding information/approval
  • Identify funding source(s)
  • Include Approvals as needed
• Expense Details
  • List all expenses
  • Indicate payment method:
    • P-Card
    • Out of Pocket
    • Third Party
• Receipts are required for all expenses

Do not submit if travel has not concluded. If the traveler is a KU employee or student, use the Employee/Student Reimbursement request. If the traveler is being paid as an independent contractor, use the independent contractor payment request form and include the travel cost with the payment.

1. Start a new Travel-Related Request
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select 'Candidate/Guest/Other Non-Employee Travel Reimbursement'
4. Provide all trip details, funding source(s), business purpose, and a breakdown of expenses
5. All receipts and required documentation must be attached before submission.

Funding information must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions. Submitters should work within their unit to determine appropriate funding sources.

If someone else in the unit provides funding information, they should be included as a ticket contact. Written authorization, such as an email from a department chair or Principal Investigator, should be attached when applicable.

Minimum funding information includes: a Project Number for grant funding; a Cost Center and Fund for non-grant funding; or a KUEA Account Number for endowment funding.

For transactions using multiple funding sources, submitters must explain how the expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, the requester will receive a confirmation email that includes a ticket ID number. This ticket ID should be used when referencing the request outside of the system.

The Finance SSC may request additional information. Requests can be responded to by replying to the ticket notification email or by adding comments and attachments directly in the ticket.

Ticket status notifications will be sent as processing progresses, including notifications when work is complete or when action is required by the department or unit.

For all ticket details, visit Ticket Requests 

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from processing. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.