Guidance for Visitors

What we need

• Completed non-employee expense report form. Upon receipt of your request, a non-employee expense report will be electronically generated (and partially completed) by CMU before being sent to the payee for further information (including banking details for generation of payment). For more information, please refer to: https://www.cmu.edu/finance/controller/faq/non-employee-er/payee.html
• Receipts: for incurred expenses that show the total as well as itemized charges. The receipts should show the day, time, and place of purchase. Proof of payment should show the last 4 digits of the credit card used to make the purchase.
• Supporting documentation: Examples include conference or meeting pages (saved in PDF format), email correspondence, and invitations to participate in/attend/chair committees. Please note: itineraries and invoices do not always provide proof of payment).

Visitor expenses should be submitted upon completion of visit. Expenses over 90 days may be taxed as income. Please review the University’s Business and Travel Policy for restrictions on class for airfare and other useful information.

Examples of reimbursable expenses

• Airfare (please provide both proof of payment and flight itinerary)
• Rail Travel
• Personal vehicle (mileage, tolls & parking fees)
• Rental Vehicle (please contact us before booking)
• Taxis & Shuttles
• Lodging (receipt with proof of payment upon return. This is an itemized receipt you receive upon check-out that shows the last 4 digits of the card used as well as lodging details - daily rates, parking fees, room service, etc.)
• Meals (for dine-in meals, both the itemized and signature portions of the receipt are required)
• Conference registration

Please note: Purchases made with vendor credit/points are not permissible for reimbursement.