Non-Travel Reimbursements Overview
A non-travel reimbursement may be used for an allowable University business expense paid personally when an appropriate University purchasing or payment method was unavailable or could not reasonably be used. A reimbursement does not make an otherwise unallowable purchase allowable. University purchasing and payment methods should be used whenever practical.
Choose the appropriate process
Both employee and nonemployee expense reimbursements are processed through Concur, not ePay. Nonemployees do not access Concur directly; a departmental Concur Delegate prepares and submits the Expense Report on their behalf.
| Expense type | Applicable guidance |
|---|---|
| Employee or nonemployee non-travel expense | Use Employee and Nonemployee Non-Travel Reimbursements for allowable University expenses paid personally that are not related to travel. |
| Petty cash replenishment | Use Petty Cash Replenishment only to replenish an existing, approved petty cash or change fund. |
| Relocation expense | Use Relocation Expenses for authorized employee relocation expenses. |
| Business meeting, entertainment, event, gift, or award | Review the Business Meeting, Entertainment & Events section for the applicable limits, approvals, payment methods, and documentation requirements. |
Travel-related expenses should be submitted and reviewed under the Travel Reimbursements section.
What about ePay?
ePay is used for eligible non-PO payments to nonemployees, such as honoraria, stipends, human-subject payments, and certain other direct payments. It is not used for employee or nonemployee expense reimbursements, which are processed through Concur.
The nonemployee does not access ePay or submit the payment request. An authorized departmental ePay Transactor prepares and submits the request on the individual’s behalf.
Before initiating a payment, review the supplier/payee registration requirements and ePay guidance to confirm the required setup, departmental roles, documentation, and payment process.