Non-Employees
Prepare letter of invite. Letter of invite should include:
- non-employee's affiliation and affiliation address and business purpose of visit, including how visit benefits UH Hilo.
- what the university is paying for – airfare, lodging, M&IE (not to exceed FAR), etc.
- how payment will be made – reimbursed to traveler, etc.
- inform traveler that receipts are required in order to be reimbursed for taxi, hotel, car rental, etc. Receipts must show item was paid, and the method of payment (cash, credit card, etc.).
Attach letter of invite, non-employee invoice , receipts, and correspondence that apply.
Requisitions and/or P-Card transaction logs must be approved by the respective account supervisor.
Reimbursements are done on requisitions. Attach:
- letter of invite,
- non-employee invoice,
- original receipts,
- copy of registration form/meeting agenda, etc. and
- Current DISB WH-1 form and applicable attachments are required to establish non-employee as a vendor in KFS. Please refer to the Vendor Maintenance User Guide for information on vendor maintenance in KFS.
On the requisition, cross reference any other requisitions or P-Card transactions that apply.
If meal(s) are provided by the university, make sure that the non-employee is not given M&IE for this meal(s). If Professor X pays for the meal and gets reimbursed, need to cross reference this reimbursement with the requisition and reduce the non-employee expenses accordingly.