Foreign Guest Traveler Payments

*This process was formerly referred to as the Foreign Visiting Traveler Payment process.

Directive Statement

The UF Travel Office has established a process to assist departments with providing reimbursement to International Guest Travelers before the guest departs from the US.

Reason for Directive:

The University of Florida hosts international guests for various purposes, including speaking engagements and research collaboration. Most Foreign Guest Travelers should be reimbursed after their trip is complete,

either by check or by bank wire payment. International travelers may not always be able to cash checks from US banks in their home country.  For instructions on processing outgoing bank wires to foreign guests, see Bank Wire Payments for Foreign Guest Travelers.

The process outlined below is permitted only when payment by check or bank wire would cause hardship to the international traveler. Entering inaccurate travel dates on a Travel Report for any other reason is not allowed unless approved by the Travel Office.

Who must comply?

All UF departments.

Procedures

  1. Note: It is imperative that this process starts several weeks before the Guest Traveler is set to visit.  A minimum of three weeks is recommended.
    1. Departments need to enter the Guest as a Person of interest (POI) 00016 in the HR ePAF module in my.UFL.edu.  This creates a UFID for the visitor and adds them as a Guest payee in UF GO.  The Guest will be in UF GO the following day.
      • When entering a POI, first search for the Guest to determine if they are already a POI to ensure a second UFID is not created for the Guest.
      • Once a guest is entered as a POI, the Guest can be used by any department on campus.  The POI is active for 2 yrs.

    For more information regarding how to add Guest Traveler information to UF GO, visit the Toolkit: Guest Travel Process

    1. The department will create a UFLOR International Travel Request (Guest).  Ensure that the Guest’s name is entered in the Guest Traveler field on the header.  Enter the correct Business Travel Start and End Dates.

     

    1. After the Guest Travel Request is approved, create a UFLOR Travel Report (Guest). Ensure the following items are completed on the Travel Report:
      • On the Travel Report header, change the dates of travel so that the Business Travel End date is in the past. This will allow the report to be processed before the trip is over.  For example, if the Guest’s actual travel dates are 8/10/25 to 8/16/25, the travel dates entered on the report header could be 7/29/25 to 8/4/25.  The number of days are the same as the actual travel days.  The report can be submitted on 8/5/25, which should allow enough time for the report to obtain all required approvals and for the check to be processed.
      • The actual dates of travel MUST be listed in the comment field on the header with an explanation as to why this process was necessary.
      • On the Travel Report Header, under “Special Payment Handling” choose Alternate Check Delivery.
      • Complete the Alternate Check Delivery form and attach it to the expense report.

    Disbursements will inform the department when the check is ready to be picked up.  Please make sure that the individual listed on the Alternate Check Delivery form is the person picking up the check.  They must present their ID before the check will be released.

Contacts

UF GO Contact Form

Page Contents