Foreign Visiting Traveler Payments

Directive Statement

The UF Travel Office has established a program to assist departments with paying some foreign travelers that are coming to the University to ensure payment is received before departure by the visitor.

Reason for Directive:

This program is allowed in situations where payment could not be made by any other means or would bring hardship to the visitor.

Who must comply?

All UF departments.

Procedures

1. The department must complete (create and approve) a travel authorization.  Follow instructions in the UF HR Toolkit – Create a Travel Authorization
2. Submit the Foreign Visiting Traveler Payment Form to the UF Travel Office
   • The form must be completed and submitted to the Travel office 5 business days prior to the visit to ensure the timely receipt of payment
3. Once the Foreign Visiting Traveler Payment form is received, the Travel Office will create the Expense Report (ER) and submit it for approval
   • The ER will be created within 24 business hours, and the department will be notified once the ER has been submitted for approval
4. Once the ER is approved, the Travel Office will create and submit the Alternate Check Delivery form to payments@admin.ufl.edu, and the ER will be paid on the next payment cycle
5. The Disbursement Banking area will inform the department when the check is ready to be picked up

If you have any questions, please contact us at (352) 392-1241 or travel@ufl.edu

Last Reviewed

09/30/2022: reviewed content

Toolkits

UF HR Toolkit – Travel and Expense Module

Contacts

Travel & Employee Reimbursements: (352) 392-1241

travel@ufl.edu

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