Reimbursing Candidate, Guest Speaker or Non-Employee Travel

Question

What travel expenses can a department pay when a non-affiliated individual is traveling in campus or out of state on USD business? 

Answer

Policy 2.055 Travel for Non-Affiliated Individuals

Before Travel

1. Department determines if the trip is university business
2. No Out of State Travel Request is required
3. Flights can booked through either
   1. Direct Travel
      1. Contact 
      2. Direct Travel needs
         • Traveler's name as it appears on their driver's license
         • Date of Birth
           Note: For TSA and flight ticketing purposes only
         • Department index
   2. Purchased by individual
      1. Reimbursed after the trip has occurred
4. Hotel
   1. Department books lodging and receives a direct bill invoice
   2. Traveler purchases and reimbursed after trip has occurred

Required Documentation

1. Travel Payment Detail Form
   1. In State form for non-affiliated individuals traveling to campus
   2. Out of State form for non-affiliated individuals traveling out of state
   3. Forms must be signed and completed
2. Flight itinerary
3. Itemized receipts for all expenses over $1.00
4. Mileage documentation (Google Maps/ mileage chart/ odometer)
5. Conference/event agenda

Expense-specific Requirements

Note: Any costs not claimable by university funds may be paid with institutional rep, agency or USD foundation funds

1. Allowable travel window
   1. one (1) day before/after for domestic travel
   2. two (2) days before/after for international travel
2. Airfare
   1. Most economical airfare class is reimbursable
   2. No seat upgrades reimbursed with university funds
3. Meals
   1. Paid by per diem
   2. Must follow departure/return time rules
   3. Meals provided by event are not claimable
   4. Travelers coming to South Dakota 
      1. In state per diem for the whole trip
      2. Can claim out of state per diem until they arrive to South Dakota
4. Mileage
   1. Can be reimbursed at $0.70/mile
      Note: Department, at their discretion, can choose to pay the lower rate of $0.315/mile
   2. License plate number required
5. Taxi/Uber/Lyft
   1. Itemized receipt required
      1. If no receipt, $5.00 can be claimed
   2. Tips are not reimbursable with university funds
   3. Wait times are not reimbursable
   4. Upgraded class are not reimbursable
6. Rental Car
   1. No justification needed for non-affiliated travelers
      Note: Non-affiliated travelers do not have access to Fleet vehicles
7. Lodging
   1. Follows all in state and out of state lodging per diem
   2. Room service or hotel restaurant charges listed on receipt are not reimbursable
   3. Direct bill invoices limited to the room rate and occupancy fee/tax

Account Codes

1. In State:
   1. 733130 for all expenses
      Note: For travlers coming to South Dakota use this code for whole trip
2. Out of State
   1. 733330 for all expenses