Travel & Entertainment

A Non-Employee Traveler is an individual not in the UCD payroll system, who must be reimbursed for travel or entertainment expenses. Examples of non-employee travelers are guest speakers/lecturers, UCD Students who are not on payroll, recruitments, etc. 

UC Davis offers a variety of ways to limit out-of-pocket expenses for our non-employee travelers:

Airfare

The University can pay non-employee travelers' airfare on the central travel systems (CTS) account through BCD Travel. See Making Reservations for more information. Please note: if the non-employee traveler pays out of pocket for their own airfare, they will need to wait until the conclusion of the trip before being reimbursed.

Shuttle

Shuttle services from the airport to the non-employee's destination may be paid for using an employee's Travel & Entertainment Card. Visit Best Practices: T&E Card for more details.

Lodging

Local lodging can also be paid using the University CTS account. The Hotel Agreements page provides information on how to make local reservations. 

Other expenses incurred by the non-employee traveler should be paid out of pocket and reimbursed at the conclusion of the trip. For information about accommodating travelers who cannot pay out of pocket, please contact the Travel Help Desk.

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