A department may choose to reimburse an individual other than employees and students for travel, including:

• Prospective employment interviewees
• Lecturers, Guest Speakers and other official visitors
• Consultants

These individuals must be informed of the University’s travel policies in advance of their travel.  Expenditures that do not comply will not be reimbursed and are not advanced prior to the trip.  These expenses must be supported by documentation, as they are subject to 1099 reporting if not supported, and are reimbursed through a check request.

For non-US citizens, a copy of Form I-94 or the passport page with the visa entry stamp must be provided prior to reimbursement.  The University must ensure the individual is eligible to be reimbursed based on the visa type, in accordance with the chart at: http://www.columbia.edu/cu/isso/faculty/paymentchart.html.

If the department is reserving hotel accommodations for the visitor using a local hotel property, the individual should identify themselves as being with the University or by providing the identification number. A list of local hotel properties is available on the Purchasing Office web site at http://tp194.purch.columbia.edu/purchasing/contracts/hotelRates.pdf.

Documentation Required

The department should document the business purpose for which the individual’s travel is being reimbursed.  Reimbursement requests must be accompanied by a copy of the I-94 or passport page with the visa entry stamp, a listing of each expenditure by expense type (e.g., travel, lodging, meals, other) and the appropriate receipts and proof of payment.  Detail must be provided to ensure that expenses are appropriately segregated.