Travel
Policy
10-19: Non-employee travel
Effective: April 1, 2026
References: Utah Code 63A-3-107, Administrative Code R25-7, Administrative Code R25-5, IRS Publication 15-B, IRS Publication 463, 10-4: Travel requests, 10-6: Reimbursement requests
Purpose
This policy outlines the requirements for requesting and reimbursing travel expenses for non-employees, including non-employee board members.
Definitions
Agency – Any agency, board, bureau, commission, office, department, or other administrative subunit of state government. This definition includes the executive, legislative, and judicial branches.
Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.
Concur team – The GovOps Division of Finance’s Concur team.
Designee – The person who has written permission from the executive director to act on the executive director’s behalf.
Executive director – The executive leader of an agency.
GovOps – The Department of Government Operations.
Non-employee – Board members, contractors, consultants, speakers, trainers.
Vantage Financial – The financial management system used by the state for accounting, budget control, and reporting.
Policy
A – Non-employees must use Concur
1 – Non-employees must be reimbursed through Concur as a guest user for travel expenses. This feature is called sponsored guest in Concur.
2 – Non-employees must follow all travel policies except as noted in the sections below.
B – Agencies are responsible for setting up non-employees profiles
1 – An employee must be assigned to each non-employee who will be paid travel expenses. This employee is responsible for setting up the non-employee’s profile in Concur and booking the non-employee’s travel.
2 – Agencies must determine if the non-employee has a vendor profile in Vantage Financial. If there is not one already, the agency must create a vendor profile for non-employees in Vantage Financial. They must follow the GovOps Division of Finance policies and procedures for creating a vendor.
2a – The vendor number must be used as the non-employee’s employee ID in Concur.
3 – The assigned employee’s supervisor must request permissions for sponsored guests for the non-employee in Concur by submitting a ticket to Concur help desk or contacting the Concur team at [email protected].
4 – After sponsor permissions have been given, the employee can create the non-employee’s profile in Concur.
5 – The employee must notify the non-employee when their Concur profile is active so that the non-employee can submit their reimbursement request.
C – Non-employees must submit FI 5: Travel request for approval
1 – Non-employees must complete form FI 5: Travel request prior to in-state, out-of-state, or international travel. The form is required because of Concur’s limitations that don’t allow travel requests.
1a – The travel requests must comply with policy 10-4: Travel requests except that in-state travel requests are required for non-employees.
2 – Non-employee board members don’t need to submit in-state travel requests for board meetings.
D – Employees must book non-employee travel
1 – Employees must book travel for non-employees through Concur or the State Travel Office.
E – Non-employees must submit their own reimbursement requests
1 – Non-employees or employees (as a delegate) can create the reimbursement request in Concur, but non-employees must submit the reimbursement request themselves.
1a – The non-employee must submit the reimbursement request to certify that the expenses are accurate and for business purposes, haven’t been paid by a cash advance or p-card, and won’t be reimbursed by any other party. They also agree to repay the agency for any overpayments or expenses that are later reimbursed by someone else. Good internal controls require the person who incurred the expenses to make this certification and agreement.
2 – The approved FI 5 described in section C1 must be attached to the reimbursement request in Concur.
3 – The reimbursement request must comply with policy 10-6: Reimbursement requests.