Policy Steward:  Office of the Corporate Controller

Table of Contents:

  • General Guidelines for Nonemployees
  • Student Groups
  • Spouses / Families of Employees
  • Further Information

  • General Guidelines for Nonemployees

    Travelers who are not employees of the University, such as job candidates, consultants, and guests of the University, are to be reimbursed in accordance with the standard travel policy for all employees. The traveler should seek to obtain the lowest available airfare. If this is not possible due to the guest’s itinerary or preferences, documentation, such as a memo from the budget administrator of the department inviting the guest, must be provided to justify the higher costs. In the event a nonemployee books his or her own travel and is to be reimbursed from sponsored agency funds, the ticket must comply with applicable regulations (i.e., Fly America Act) and lowest economy coach fares.

    Visitors from other countries require special processing in order to comply with federal immigration and IRS requirements. All visitors must complete a Non-Employee Information Form PRIOR to travel. The University is not permitted to reimburse noncitizens who do not comply with federal immigration and visa requirements. See "Non-U.S. Citizen Payment Guidelines" for more information.

    Student Groups

    Student group travel is a trip of two or more students accompanied by a University employee with a purpose that is relevant to the University's academic mission. Each trip must be approved at the appropriate University level, and a University employee is required to accompany the group. The employee is "in charge" of the activity and must be acting within the scope of his or her employment. More detail on student group travel is provided in University Policy FN20– Student Group Travel Policy (Formerly Policy TR13).

    Team Travel

    Purchasing Services shall arrange travel for Intercollegiate Athletics varsity teams competing with other universities in compliance with NCAA regulations.

    Spouses / Families of Employees

    Family members and other companions may accompany employees on business trips if all expenses resulting from their presence are borne personally by the employee or companion. This includes costs for visas/passports for family members accompanying employees on sabbatical leave or business travel, as well as any medical expenses for family members related to such travel. In all instances, the conduct of University business shall be of first importance during business travel. The traveler is responsible for documentation to prove that any personal travel did not result in additional costs for the University.

    When the University is sponsoring group travel, the Budget Executive has the responsibility to determine whether non-employees – including spouses and families of employees - and non-students will be permitted to participate in the trip. Factors in this decision will include the costs incurred, role of the employee in the supervision of the group, potential assumption of responsibility for community members, and other considerations. Units are strongly recommended to work with the Risk Management and Privacy Office to review each situation.


    For questions, additional detail, or to request changes to this policy, please contact the Office of the Corporate Controller.

    Effective Date: July 30, 2012
    Date Approved: July 30, 2012
    Date Published: July 30, 2012 (Editorial changes- October 24, 2013)

    Most Recent Changes:

    Revision History (and effective dates):

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