An active and approved BUY.IU supplier profile is required to request non-employee reimbursements. Visit the Non-employee Traveler guide to learn how to request a profile on their behalf. After the profile is created, travel reimbursements are requested on a Non-employee/Nonstudent Travel expense report in Emburse Enterprise.
Non-employee travel expense reimbursements that comply with IU Travel Policy and are submitted within 60 days of the trip end date are not taxed and no immigration or other tax documentation is required.
If a department elects to reimburse a guest’s travel expenses 61 or more days after the trip end date, they will be classified as a Fellowship for tax withholding and reporting purposes. Common examples of these travel expenses include but are not limited to:
Travel expenses for spouses unless the non-employee guest is a job candidate.
Reimbursements submitted after the 60-day Accountable Plan safe harbor.
These payments require tax documentation.
Visit the Payment for Services to International Guests page to learn more about how to process these payments.