Non-Employee Travelers

Following is information explaining the use of the Non-Employee Traveler function in MyTravel. The label "Non-Employee Traveler" also applies to non-employee entertainers (i.e., those who must be reimbursed for entertainment expenses).

Who is considered a Non-Employee Traveler?

A Non-Employee Traveler is an individual not in the UCD payroll system, who must be reimbursed for travel or entertainment expenses.

Who can create a Non-Employee Traveler?

Only UCD employees can set up a non-employee traveler. Non-employee travelers should be created in MyTravel by someone whose home department is the same as the department funding the travel (as opposed to an employee on temporary assignment) so that the default department head approval routing is correct.

How do I set up a Non-Employee Traveler?

  • Log into MyTravel
  • Under Related Forms and Processes, click on Setup a Non-Employee Traveler
  • Add additional delegates so that others can prepare the traveler's expense reports (the person setting up the traveler automatically becomes a delegate)
  • Complete the required fields (i.e., fields marked with a red asterisk)
  • Click Create Non-Employee Traveler

How many delegates can a Non-Employee Traveler have?

A non-employee traveler can have 3 delegates at a time.

How can I modify delegates for a Non-Employee Traveler?

The following steps will modify delegates for a non-employee traveler in your current department. If you are a delegate for a non-employee traveler belonging to a department other than your current one, contact that department and request that they remove you as a delegate.
  • From the MyTravel Center, click on Edit a Non-Employee Traveler
  • The ensuing list is alphabetical. Scroll through the list or use the search fields at the top to find a specific person.
  • When you find a record to modify:
    • Delete a delegate by removing their name from the field
    • Add a delegate by entering their user ID in a blank field. If you don't know the user ID, click on the magnifying glass to search for it.
  • When you are finished modifying a record, click Save
  • When you are ready to leave the screen, click Close Window

Can I delete Non-Employee Travelers?

No; the records are needed for audit purposes. However, by using the Edit a Non-Employee Traveler function, you can keep the unneeded records from displaying when you're acting as a delegate. Specifically, remove all delegates from the unneeded record (see section just above for procedures).

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The MyTravel system and Travel@UCDavis Web site are a service of the UC Davis Accounting & Financial Services department.
Questions or comments should be directed to mytravel@ucdavis.edu.