Reimbursement for Travel Expenses
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.) Travel Reimbursement Request form
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 20%) 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. If you will be renting a vehicle, the driver(s) must have a Texas driver's license and be present to check the vehicle out and back in.
Reimbursement for Entertainment Expenses
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 RECEIPTS and PROOF OF PURCHASE on ALL items on which you are requesting reimbursement. Example of receipts needed: ITEMIZED - i.e. 3 large cheese pizzas at $10/each, 2 medium pepperoni pizzas at $8/each, plus the TOTAL PAID receipt i.e subtotal $48, tip $4.80, total paid $52.80 cash) 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. If you are having the food delivered or will be doing 'take-out' you must present the TAX EXEMPT form to the vendor and have the State Sales Tax waived (we cannot reimburse State Sales Tax). The 'No Sales Tax' rule does not apply when you are eating at the restaurant.
-
***PLEASE NOTE*** If an itemized receipt is not/cannot be provided by a restaurant, you must submit a memo listing the items and the names of the people who attended. This must be signed by the person seeking reimbursesment as well as the Department Chair.
Please use the Official Occasion Expense Form if you are requesting reimbursement for prior approved food and drinks on campus (not on travel), i.e. AIAA meeting. You will need to list:
- WHEN (date of event)
- WHO (list of attendees if 10 or fewer; if more than 10 attendees, the name of group will suffice)
- WHERE (location of event, i.e. ASL, WRW 410, etc.)
- PURPOSE of event
- BENEFIT to UT
|
ASE Undergraduate Program
