Non Employee Reimbursement
- Brookebarton
Important Notes:
There are two payment options to reimburse students, university guests and non-employees such as candidates: Standard Invoice Payment and Digital Payment.
Reimbursements must be processed within 60 days from the last expense date.
A student, who is also an employee, can be reimbursed via Digital Invoice Payment.
Standard Invoice Payment
Recipient must be active in PaymentWorks to receive this type of payment. Run the Supplier report to confirm the recipient is already in PaymentWorks.
Follow the guidelines below when submitting a standard invoice payment for a non employee reimbursement:
The Supplier is the person being reimbursed
Invoice number is Last,FirstMMDDYYYY (date last expense incurred). For example, it would be Smith,John03012025,(date being last date expense incurred).
Attach receipts (rideshares, baggage, lodging, gas for rental vehicles, etc.). Receipts for meals are not required, if per diem is taken.
Job aid: Submit the reimbursement as an invoice without a PO
Digital Invoice Payment
You must receive Digital Payments training before submitting a request. Request training by emailing P2P_Payables@boisestate.edu.
Digital Payments requirements:
Recipient must be a US citizen for tax purposes.
Recipient must have a domestic bank account.
The Digital Payment Template is required.
Never submit a Digital Payment for the following:
Honorarium, Stipend, Award (ie. Taxable)
Recently separated employee (unless a student employee)
Foreign Individual.
Corporation, Nonprofit, Organization (ie. Not an individual)
Tips for Success!
Gasoline for personal vehicles is not reimbursable
Tips can be reimbursed only if Per Diem is not included (tips are part of the "incidentals" of Per Diem)
Invoice date should be the same date as in the invoice number
No PDF "Invoice" needs to be attached, nor should be
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Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247