Non-Employee Traveler

Guest Travel Information

Admins may book and expense on behalf of guests.

Guests can include, but are not limited to: recruitments, donors and/or volunteers.

Guests are not vendors (third-parties or individuals providing services or goods in exchange for payment) including independent contractors and guest lecturers.

Before booking any guest travel, the following are required...

Steps for Guest Travel

Step 1. - Add guest to our systems

Fill out the Non-Employee Travel Vendor Add Form to add guest to our systems

  • This will allow you to book and expense on their behalf in Concur and pay them for their out-of-pocket expenses
Non-Employee Travel Vendor Add Form

Step 2. - Receive confirmation

Receive confirmation guest is in system; you can now book and expense on their behalf

Step 3. - Book on behalf of guest

Department can now book on behalf of the guest traveler and have the university pay majority of their expenses. See matrix below.

In the event, the guest prefers to book and pay for their own travel, they may do so. See expense for more details including what is allowed.

Expense Type How to Book How to Pay
Hotel Concur Concur Travel Card
Airfare Concur Concur*
Car Rental Enterprise portal Enter chartfield string
* Airfare transactions will automatically appear in booking admin's list of expenses in Concur

Step 4. - Expense

Only 1 expense report allowed for each guest trip

Best practice is for the university to pay directly for airfare, hotel and car rental expenses. Guest may pay out of pocket and be reimbursed only after travel is completed. A check will be issued upon process of expense report and mailed to guest.

Concur has specific expense types for guest travel, only these should be used for guest travel expense reports. See list below and guest travel policy for maximum limits for each expense category.

  • Employee Recruitment/Interview
  • Airfare Employee Recruitment
  • Airline Fees Employee Recruitment
  • Car Rental Employee Recruitment
  • Car Rental Fuel Employee Recruitment
  • Ground Transportation Employee Recruitment
  • Hotel/Lodging Employee Recruitment
  • Hotel/Lodging Tax Employee Recruitment
  • Incidentals Employee Recruitment
  • Meals Employee Recruitment
  • Parking & Tolls Employee Recruitment
  • Personal Car Mileage Employee Recruitment
  • Personal Car Mileage Reduction Employee Recruitment

Please note, personal car mileage may NOT be the most cost-effective way to travel to San Luis Obispo, please compare all transportation options.

Guest Indirect Expenses - must follow hospitality policy

The below expenses shall follow the hospitality policy and process and expense by cardholder.

  • Hosted meal
  • Promotional Item/ college branded items/ “swag”

Travel Updates