Skip to main content

How to Reimburse Non-Employees

For reimbursing university guests and non-employees such as candidates, two payment options exist.

For both options, you must provide non-employee contact information, receipts being reimbursed, and if they are a candidate, their visit itinerary is required.

Option One

This option can only be used for non-taxable reimbursements to non-employees.

Using the job aids for Submitting Invoice Payment – Digital Payment and the Invoice Numbering Convention Instructions (step 6), create a digital payment.

For supporting documentation use the Non-Employee Reimbursement spreadsheet on the University Forms and Documents page to provide the person’s complete contact information and identify/explain expenses. Receipts must be attached along with the spreadsheet to the digital invoice. If possible, have the non-employee sign the spreadsheet to certify they are owed the expenses. Or attach an email where they certify they are owed the expense amount.

Per the instructions, the completed Digital Payment template must also be attached.

Option Two

  1. Send a PaymentWorks invitation to the person who needs to be reimbursed. Refer to the PaymentWorks job aid. In this scenario, they are a supplier. Once you receive confirmation that they are set up as a supplier you can create a Bronco Hub invoice for payment.
  2. Fill out the Non-Employee Reimbursement spreadsheet with contact information for the individual needing payment. The form is available on the University Forms and Documents page. You can search for the form in the search field by beginning to type “non-emp”.
  3. Once the person is a Supplier, create and submit an invoice for the correct person. Refer to the job aid for submitting Invoice Payments.

For supporting documentation, use the Non-Employee Reimbursement spreadsheet found on the University Forms and Documents page to provide the person’s complete contact information and identify/explain expenses.

Receipts must be attached along with the spreadsheet to the digital invoice (e.g. Airfare, lodging, car rental, ground transportation, parking, etc.).

Per Diem does not require receipts and will be reimbursed at the Idaho rate of $55/day.

If the non-employee is taken out for any meals by the department, those meals cannot be reimbursed to the non-employee. Whoever took the candidate/speaker/guest to dinner will need to submit an expense report for reimbursement based on amount/funds allowed in Policy 6240. Meals for a candidate must use expense type “Candidate recruiting 599051” and attach the candidate’s itinerary.

Support

For support with non-employee reimbursements, contact P2P Payables Support at P2P_Payables@boisestate.edu.