Such services are considered to be personal costs, not business costs.
Reimbursement for laundry services is not allowed. In addition, UAB employees should never use their personal credit card to reserve/pay for the expenses of an independent contractor. If the independent contractor uses their personal credit card to cover the expense, reimbursement cannot be made until after the trip. ( Note: Limited Purchase Orders, normal Purchase Orders, and Payment Request forms cannot be used for this purpose). A current list of these hotels and the procedure to request a hotel room purchase order requisition are available in the Traveling forms library.
Specially worded purchase orders may be issued to secure a room at some local hotels for independent contractors visiting the UAB campus.
Meals up to: $25 for breakfast, $50 for lunch, $75 for dinner. Taxis to and from the airport up to 10 miles each trip. (Flight, hotels, taxi, and meals to cap). All expense should be paid on the Oracle travel form and then deducted based on the honorarium. No prepaid expenses will be allowed for UAB employees acting as Independent contractors. 
Because it details the expenditures and includes the contractor's signature, this form may substitute for an invoice in regard to these travel expenses. This form includes a certification to be made by the individual contractor and must be signed personally by the contractor. The department will need to generate and print the form within Oracle and have the Independent Contractor sign it. In order to apply for reimbursement under the accountable plan, the independent contractor will have to complete an official UAB Individual Independent Contractor Travel Expense Report form which will become an attachment to the Oracle Payment Request.
payment will be made as taxable income to the individual (i.e., it will be deemed part of the fee instead of part of the independent contractor accountable travel plan). the documentation includes special approval by the applicable Dean (if it is going to paid by a School), Hospital Finance (if it is going to be paid by the Hospital), or the applicable Executive (if not being paid by either a School or the Hospital) authorizing special payment even though the 60 days deadline has passed, and. Independent contractor travel reimbursement requests beyond this 60 day period will be denied unless: The IRS defines timely as within 60 days of the date that the expenses were incurred. Under the individual independent contractor accountable travel plan, reimbursement requests must be filed timely. There will be no payments to third parties (travel agencies including UAB Travel Center, rental car agencies, airlines, other individuals, etc.) on behalf of the independent contractor under any circumstances. Note: The independent contractor must pay for these travel expenses personally and then apply for reimbursement after the trip. All other costs and business expenses are excluded from the independent contractor accountable travel plan and should all be included in the contractor's taxable fee if they are applicable. The independent contractor accountable travel plan only applies to specified meals, lodging, and transportation travel costs directly attributable to business travel for UAB. consulting companies, other universities, computer programming companies, etc., or individuals who do not wish to file their travel expenses under UAB's accountable plan) should pay their own travel expenses and include them along with their other applicable business expenses in their invoiced fee. This section applies to individual independent contractors who wish to file for reimbursement of their travel expenses through UAB's accountable plan for independent contractors.Īll other independent contractors (e.g.
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