Contractor/Performer/Speaker Travel

University Travel & COVID-19: please follow current CDC Travel Guidelines.

For Contractors

  • Please see Payment and Honoraria FAQ and review Paying Honoraria or Stipends to Non-Employees to determine if a contract is required. Please email our Contract Administrators with any questions.
  • Include all estimated travel expenses in the contract to avoid the need for a separate travel authorization. Reference the contract number on all 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.
  • Use a Department OneCard for airfare and reference the contract number when reconciling the transaction. Alternatively the contractor may be reimbursed via paper Services/Reimbursement form after their trip.
  • To pay for a guest's hotel stay or rental car, use one of the following:
    • Department OneCard;
    • Purchase Form referencing the Contract Number and Fast Index; 
    • Be sure to include the traveler’s name.
  • To reimburse a contractor, please use a paper Services Reimbursement form.

If no contract is required (i.e. we are paying travel expenses but not a fee to the contract/performer/speaker), please see the Guest Traveler Page.