Do you need to reimburse a non-employee or student for travel or non-travel University expenses? You can use the Concur Travel & Expense System to create a Non-Employee Reimbursement report.

There are two conditions for submitting non-employee reimbursement requests in Concur:

  • Payee must be a U.S. person at a U.S. address.
  • Reimbursement must not be related to a Scope of Work (SOW) for an independent contractor.

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Read the procedures

In the Concur Travel & Expense System, you create a Non-Employee Reimbursement report to reimburse non-employees – including students -- for travel and non-travel University expenses.

To be reimbursed through Concur, the non-employee must be a U.S. person at a U.S. address, and must not be performing work for the University as an independent contractor.

  1. On the Concur homepage hover your mouse over the New button and select Start a Report.
  2. On the Report Header page,
    • Use the Policy dropdown to select Non-Employee Reimbursement.
    • Give the expense report a meaningful name for tracking and reporting purposes. We recommend including the payee’s last name and the destination or purpose.
    • Use the Travel Type dropdown to select the type of travel. If this expense report is not related to travel, select Other (Non-Travel).
    • Use the Business Purpose dropdown to select the reason for the trip.
    • In the Payee Name field, enter the non-employee’s name using the format first name space last name.
    • In the Check Delivery Address, enter the address where the check should be mailed. This might be the non-employee’s home address or it might be your department’s mailing address, if you want the check to be sent to your department.
    • Check the box to confirm the payee is a US citizen. If you need to reimburse a non-US citizen - or a US citizen who is living abroad - you’ll have to use the paper NR form instead of Concur.
    • In the Routing/Reimbursement SpeedType field, enter the SpeedType that will cover most or all of the expenses on this report. You can change SpeedTypes for individual expenses, later.
    • Use the Submit Report to dropdown to select how the expense report should be routed for approval – either to your supervisor or to someone with a fiscal role on the report’s SpeedType. If you select SpeedType approver, you’ll identify that person just before you submit the report.
    • In the Comment field, provide a general description of the reimbursement. For a trip, be sure to include travel dates.
    • If questions about this report should be addressed to someone other than you, identify that person in the Alternate Contact Employee field. Otherwise, leave this field blank.
  3. Click Next to save the report header.
  4. Now add the non-employee’s expenses to the report. Examples of some common expenses are meals, mileage, and lodging:
    • To add Meals - Use the expense types listed under Travel Meals. You’ll see that we have 3 pairs:
      • Denver/Aurora,
      • Boulder/Colorado Springs, and
      • Other City Rate, for anywhere else
    • The 2 Colorado expense types include the maximum dollar amount in the expense type names. When you use the Other City Rate, you’ll need to look up Per Diem amounts for your specific destination.
    • For the first day of the trip, select the First/Last Day Meals expense type for the destination. If the trip lasts more than one day, use the same expense type for the last day of the trip. For any days in between, use the Daily Meals expense type.
    • To add Mileage - Use the Non-Employee Mileage expense type. Fill in the first 3 fields, then use the Mileage Calculator. For non-employees, don’t deduct a commute.
    • To add Lodging - Use the Non-Employee Lodging expense type for room rates and related taxes. If there are non-lodging charges on the hotel folio, subtract them before entering the lodging Amount. For non-employees, you don’t need to itemize lodging rates and tax.
    • If any of the non-lodging charges should be reimbursed, enter them as separate expense types. Remember that room service and other meal charges are covered through the Travel Meals expense types.
    • To add Airfare or any ground transportation fees - Use the Non-Employee Transportation expense type for both air and ground transportation fees.
  5. Add any other appropriate expenses to the report.
  6. Remember to attach an itemized receipt for any expense over $75, and for any Official Function expense regardless of dollar amount. You don’t need receipts for Travel Meal expenses.
  7. The SpeedType you entered on the report header will be charged for each expense. You need to allocate an expense if you want to change it to a different SpeedType.
  8. We recommend that you review the report before submitting: click Print/Email and then CU Detailed Report.
  9. When you’re ready to submit, click Submit Report. If you selected SpeedType approval routing on the report header, you’ll be able to identify the specific approver now.

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