University System of New Hampshire
Financial and Administrative Procedures

NONEMPLOYEE TRAVEL
Procedure 7-015
Issued By: Controller
Issued Date: 02/01/98

A. SUMMARY

Nonemployees of USNH incurring USNH business-related travel expense include job applicants, guest speakers, and students (both graduate and undergraduate). These individuals are subject to the same travel guidelines that are applicable to USNH employees.

B. SPECIFIC PROCEDURES

  1. Nonemployees may make their own travel arrangements at the discretion of the USNH department authorizing travel, provided they adhere fully to the USNH Travel Policy.

  2. Rental vehicles
    1. Nonemployees traveling with USNH employees who rent a vehicle using their USNH corporate American Express card will have CDW and LDW coverage under the American Express contract only if their names are on the auto rental agency contract at the time the vehicle is picked up. Travelers should verify coverage with the rental agency prior to allowing nonemployees to drive rental vehicles. If in doubt, only the USNH employee renting the vehicle should drive the vehicle (see Procedure 7-010, Rental Automobile Expenses).
    2. All other nonemployees traveling on USNH business who rent a vehicle are not covered for CDW or LDW under USNH insurance policies. These travelers should purchase both the CDW and LDW and request reimbursement from USNH (see Procedure 7-011, Insurance on Rental Automobiles).

  3. Special rules apply to foreign individuals who:
    1. Are not USNH employees,
    2. Travel on behalf of USNH either to or from the U.S, and
    3. Receive reimbursement for that travel.

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