Reimbursement for non employees

[lvonwahlde]

Hello,

We have a couple large events coming up where there will be about 30-40 non - employees seeking reimbursement for flights/taxi etc.  Does anyone know of an efficient way to reimburse large groups such as this without creating accounts for each individual, especially since it is temporary and we will then need to go in and de-activate the accounts for all these people?  Additionally when we have done this for consultants - many already have an email address associated with an account for their current employer - so we need to go back to them to get an additional email.  Not a huge hurdle, but another layer of work that the consultant sometimes pushes back on .  Thank you!

[Nancyagfa]

For our customers, we book their airfare on company guest accounts so the major spend is handled internally, and then have them submit an invoice for other payments to be paid from A/P.  We don't have non-employees access Concur.

[lvonwahlde]

Thank you that is helpful

[KevinD · Accepted solution]

@lvonwahlde I would agree with @Nancyagfa. Other companies have someone book the flights on their own corporate card by calling their travel agency directly. Then that person just reconciles all those charges. They could even do the same for hotels. 

As for meals and other travel expenses the non-employees might incur, what @Nancyagfa suggests is probably the least amount of hassle. 🙂