Non-worker travel is generally subject to the same policies and procedures as worker travel. Exceptions are below. Non-workers do not have access to Travel and Hospitality Cards; however, if an employee charges expenses for a non-worker on their own T&H Card, receipts are required.

It is discouraged to combine personal and business travel for non-workers. When unavoidable, the department should work closely with the non-worker to obtain proper cost comparisons. See Combining Personal and Business Travel for more information.

ISU employees should avoid paying for hotel rooms for non-workers.

Non-workers are expected to follow ISU policy and are not automatically entitled to special exceptions, including first class or business airfare, upgraded hotel rooms and suites, excessive per diems, incentive programs, or other benefits. Exceptions to policy or procedure for non-workers will need to be requested in Workday using the Financial and Accounting Compliance Policy and Procedure Exception Request.

Resources and Quick Links

Documentation Exceptions

Non-worker travel expenditures usually require receipts, even if the expenditure is $75 or less. Expenditures that do not require receipts if $75 or less per transaction include, but are not limited to:

  • airport shuttles
  • airport taxes (foreign travel)
  • baggage fees
  • cab/taxi fares
  • exit fees (foreign travel)
  • faxes
  • gasoline (in the rare situation where gasoline is claimed instead of mileage, the amount claimed for gasoline must be less than what mileage would have been, and receipts will be required if the gasoline is greater than $75 per transaction.
  • gratuities (tips)
  • Internet charges
  • mileage (receipts are never required)
  • parking
  • service fees for online travel agencies
  • tolls

As of 1/1/2025, receipts are now required for all non-employee meals, even when paying the per diem. Non-workers can claim actual meal expenses up to the per diem for the destination.

Per transaction vs. per reimbursement

Example: Two individual cab/taxi fares of $50 would be greater than $75 per reimbursement, but not greater than $75 per transaction. Therefore, receipts would not be required.

  • Non-worker information must be provided to your respective service team's Procurement and Expense Specialist (PES).
  • Students can be reimbursed via the Expenses Module, however they often need to be manually entered as "External Committee Member," for payment by the PES as they are considered non-workers.
  • Non-workers always qualify for the maximum mileage rate.

Common Reimbursement Problems

  • To avoid delays in reimbursement, please make it clear to your non-worker that original receipts are required.
  • Non-workers who purchase their own air tickets need to be made aware that first-class and business-class fares are not allowable.
  • Non-workers who purchase their own air tickets cannot be reimbursed until the trip has been completed and will not be reimbursed if the trip is canceled.
  • Non-workers who purchase their own air tickets on federal funds need to be made aware that they must comply with the Fly America Act, which usually requires using a U.S. flag air carrier.