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Student Reimbursement Guidelines

To process a reimbursement for entertainment expenses we must have the following items (no exceptions):

• NAME, EID, and MAILING ADDRESS OF INDIVIDUAL BEING REIMBURSED (this is the mailing address where you want the reimbursement check sent)
• ITEMIZED RECEIPT and PROOF OF PURCHASE on ALL items on which you are requesting reimbursement (Example of Itemized Receipt:  3 large cheese pizzas at $10/each, 2 medium pepperoni pizzas at $8/each, etc.)  Note:  If you are paying with a credit card the proof of purchase is sometimes a separate receipt from the itemized receipt we must have both.
• WHEN (Date of the event)
• WHO (List of Attendees if 10 or fewer; if more than 10 then name of group will suffice)
• WHERE (Location of Event; i.e. ASDL Lab in WRW, etc.)
• PURPOSE of Event

To process a reimbursement for travel expenses we must have the following items (no exceptions):

• A Request for Travel Authorization (RTA) must be filed on the individual traveling in advance of the dates of travel.  To process an RTA we will need the NAME, EID, MAILING ADDRESS OF INDIVIDUAL TRAVELING (this is the mailing address where you want the travel reimbursement check sent), DATES OF TRAVEL, DESTINATION, EVENT NAME, and PURPOSE of the trip.  If presenting a paper at a conference we will also need the TITLE of the paper.
• ITEMIZED RECEIPTS and PROOF OF PURCHASE for ALL travel expenses that you are submitting for reimbursement (Note:  If you are paying with a credit card the proof of purchase is sometimes a separate receipt from the itemized receipt we must have both; also if paying for your hotel we will need a “Zero Hotel Bill” indicating that the account has been paid.)
• If traveling as a group we will need to complete the paperwork for STUDENT FIELD TRIPS (medical waivers, etc.)

NOTES:

• We can no longer reimburse for material purchases that could have been bought using the department's credit card or via a purchasing order -- NO EXCEPTIONS.
• We cannot reimburse for TEXAS SALES TAX (If traveling within Texas we have cards you can carry that will exempt you from State Sales Tax)
• TIPS (up to 18%) are acceptable if clearly marked
• If the individual being reimbursed is not in the UT Vendor or UT Payroll Systems there will be some additional paperwork that they must complete (once we have the EID AND MAILING ADDRESS we can determine this).
• In most cases AIRFARE and RENTAL CAR can be charged directly to the department, avoiding reimbursement.  In some cases HOTEL charges can also be directly billed to the department.  Check with appropriate department staff BEFORE you make reservations yourself.

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