General information on how to travel is available on the Travel page.
There are two ways to reimburse or refund a non-employee: through the Concur Travel & Expense System (Concur) and through the Non-Employee Reimbursement-International (NRI) form. For conditions on using each method, see below.
When to Use Concur for Non-Employee Reimbursement
Use the Concur Travel & Expense System for most travel/other reimbursements and refunds to non-employees. There are two conditions for submitting non-employee reimbursement requests in Concur:
- Payee must be a U.S. person at a U.S. address. For reimbursements to non-U.S. persons or to non-U.S. addresses, use the Non-Employee Reimbursement-International (NRI) paper form.
- Reimbursement must not be related to a Scope of Work (SOW) for an independent contractor. To reimburse independent contractors, use the payment mechanism in CU Marketplace (Payment Voucher, Purchase Order) associated with the SOW.
See the Non-Employee Reimbursement Expense Report Process for a graphic overview of the process from start to finish.
When to Use the NRI Form for Non-Employee Reimbursement
Use the NRI form to reimburse travel/other expenses or issue refunds for non-employees when the payments are (1) to non-U.S. persons, or (2) to non-U.S. addresses.
To reimburse independent contractors, you must use the payment mechanism in CU Marketplace (Payment Voucher, Purchase Order) associated with the SOW.
Logging into the Concur Travel & Expense System
Log in to your campus portal and on the CU Resources Home tab, click the Concur Travel & Expense System tile.
How-to Videos and Procedures
Refunds vs. Reimbursements
Submitting Expense Reports - The employee who creates the Non-Employee Reimbursement report submits the report for approval. The non-employee (payee) is understood to certify to the accuracy of the reimbursement when he or she provides the documentation of expenses to the employee.
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