Paying for Guest Travelers

Learn how to book travel and process travel expenses for a guest traveler.

How to Book Travel and Process a Travel Expense Report for a Guest

1. Guest Travelers must be invited to register in PaymentWorks before they can be reimbursed for their travel expenses. NOTE: All guest travelers need to be set up in PaymentWorks regardless of if they will be receiving a reimbursement for an out-of-pocket expense or not.
2. Before the trip occurs, create a Travel Request to preauthorize the estimated travel expenses. A Travel Request is required to inform your department Financial Unit approver that you intend to book travel for a guest.
3. After the guest traveler has been invited to register in PaymentWorks and the Travel Request has been created, you can book travel in Concur using our Central Travel Solutions (CTS) Card for airfare and certain local hotels to avoid having the guest traveler pay for those expenses out-of-pocket.
4. If needed, the department travel coordinator can request a T&E Temporary Virtual Card (TVC) for the Guest Traveler/Visitor.
5. After the trip concludes, create a Travel Expense Report in Concur. Per UC policy, travel expenses must be reconciled within 45 days after the trip end date. 

NOTE: If a guest traveler is being paid for a service which must normally go through Oracle Procurement, travel expenses should be included in the Purchase Order. The exception would be if travel was booked for the guest in Concur using our CTS - Air/Hotel Card, then those expenses must be reconciled in Concur. 

Paying/reimbursing a travel expense for a guest

Not all visits involve UC San Diego paying/reimbursing travel expenses, however, in some cases it is an essential component of the visit. Eligibility for payment/reimbursement of actual travel expenses depends on:

• Clear documentation of the visit’s purpose
• For a foreign visitor, having the appropriate visa type
• For honorariums, follow this guide

For a visiting scholar and graduate student, the appointment title is specific to the primary purpose of the individual’s application for admission to the United States and the duration of the visit. The visitor’s non-immigrant status will determine which visa rules will need to be followed once in the United States. Learn more information about hosting a foreign visitor here.

Invitation

For a visiting scholar or graduate student, essential information about the visit should be clear in the form of an invitation or appointment offer letter that includes at a minimum:

• Purpose of the visit
• Dates of the visit
• UC San Diego financial commitment (e.g. Honorarium), if applicable

See a sample invitation letter (Word file).

Visitors under a performance agreement or independent contractor do not require an invitation letter as the intended purpose should be clearly defined in their agreement with the University.

The invitation letter

To document the intent and details of the visit, it is strongly encouraged that a letter of invitation (Word file) be sent to the individual invited to UC San Diego who will receive payment for services or travel expenses. The letter should come from the department that is sponsoring the activity. The letter should contain the following information:

• Detailed description of the event or activity
• Date/Length of the event (typically less than three months)
• The amount of any payment that will be made
• Whether travel and/or incidental expenses will be reimbursed
• Contact information at the sponsoring UC San Diego department for further information

Visitor types

Resources

Knowledge Article: How to Process Non-Employee (Guest) Travel in Concur

The US Department of State, U.S. Visas – Business and Pleasure (PDF)

The US Department of State, U.S. Visas Business Travel to the United States (PDF)

U.S. Department of State J-1 Visa Programs – Professor and Research Scholar

President Clinton’s Executive Order 12989 (PDF)