Frequently, UT Dallas needs to reimburse candidates, students, guests, or other non-employees for reimbursable expenses, for either travel or business expenses. Common expenses include meals and mileage for prospective students or faculty, or materials for student projects. The process for reimbursing non-employees is slightly different from employee reimbursements.
Departments can request reimbursement for non-employees by completing a Request for Check form in eProcurement. If the individual is not yet set up as a vendor in PaymentWorks, the department will need to invite them; the Request For Check form can use “New Vendor Needed” in that case. Please include an itemized list of expenses and all necessary receipts. Receipts are not required for out-of-pocket meals; an itemized list of meals is sufficient. Receipts are required for all other expenses.
Once the workflow is complete with “New Vendor Needed” the vendor team will set up the individual in PaymentWorks. The individual will be paid according to their setup in PaymentWorks.
