11 Reconciling the visit

Once the speaker’s seminar is over you will need to reconcile their visit.

All non-employee travelers will be reconciled under your name.

As speakers are traveling here you do not need to do a Trip Authorization form but it would be helpful to document their information here- (Speaker series overview, contact and arrangements template).

When doing the expense report, you will create one under your name but under file type non-employee traveler like below:

For this you will need their address which is where the Speaker series overview helps.

If we booked their flight, you will need to reconcile it before their visit.

If you booked a direct bill hotel there will be nothing to reconcile.

If you booked a rideshare, the charge will show up some time a month or so later.

If the speaker drove, you will need to do a mileage reimbursement.

If the speaker booked their own hotel or flight you will need receipts to get them reimbursed.