When an employee is traveling for business and a third party is covering all the costs:
A spend authorization should still be submitted, but it can be submitted for $1 using the Travel Incidentals expense item.
It should be made clear in the business justification that a third party is paying all travel costs and no expenses will be processed through the University. It also needs to be clear the dates of travel, destination and purpose of the trip.
The spend authorization should be canceled after returning from the trip to remove the $1 encumbrance from financial statements.