Non-UVM employees who may be eligible for reimbursement of travel or other expenses include prospective employees, independent contractors, consultants, foreign visiting scholars, volunteers, and students when traveling outside the capacity of student employment.

  • Most non-employees are reimbursed via a Check Request form submitted to the Disbursement Center.
  • Itemized receipts are required for reimbursement of all non-employee expenses, including travel meals.
  • Reimbursement requests must be submitted within 60 calendar days of the completion of the trip.
  • See the Travel Policy (PDF) for full details of travelers eligible for reimbursement and allowable/unallowable expenses.

Prospective Employees

  1. Transportation and lodging expenses pertaining to a candidate’s interview travel are typically paid directly by the University on a PurCard, and booked by the department conducting the interview.
  2. For other reimbursable expenses, complete a Check Request form and mail to Disbursement Center at 23 Mansfield Avenue.
  3. Include originals or copies of all itemized receipts, including those for travel meals.
  4. Relocation stipends (PDF) are taxable, and are paid through Additional Pay Forms.

Independent Contractors and Consultants

Reimbursement of travel expenses in addition to payment for services

  1. Enter a PeopleSoft requisition, and attach the Employee versus Independent Contractor Determination form completed by the department.
  2. Include original or scanned copies of itemized receipts or invoices, either by attaching scanned copies to the requisition, or sending by campus mail to the Disbursement Center, 23 Mansfield Avenue.

Reimbursement of only travel expenses

  1. Submit a Check Request form to Disbursement Center at 23 Mansfield Avenue.
  2. Include original or scanned copies of itemized receipts or invoices, including those for travel meals.

Students Traveling Outside the Capacity of Student Employment

See also the Student Financial Services Payments to Students Guide and the Payments to Students Policy.

Reimbursement of travel expenses while traveling on behalf of the University, outside of the context of student or work-study employment

  1. Submit a Check Request form to Disbursement Center at 23 Mansfield Avenue.
  2. Include original or scanned copies of itemized receipts or invoices, including those for travel meals.
  3. Include a completed University Business Certification form (PDF).

Payment of travel expenses for the furtherance of the student’s educational experience 

  1. Complete the Request for Payment of a Scholarship to a Student form. See the Student Financial Services Payments to Students Guide and the Payments to Students Policy for details.