Reimbursement Overview

Expenses that do not pertain to travel or entertainment may be reimbursable expenses for faculty or staff if the expenses have a business purpose for the university.

Reimbursements are subject to all purchasing laws, rules, and guidelines of the university, the state of Texas, or Statewide Procurement Division (SPD).

Routine purchases of goods or materials and services must be processed on a purchase order or by using the ProCard. Members of SDCT should submit timely purchase requests for items or services in order to mitigate the need for reimbursements

Reimbursements should be reserved for emergency circumstances, must not cost over $5,000, are subject to review by the assistant vice president for procurement, contracts, and payment services, and may be rejected.

Rules of Reimbursement

[NEEDED: AMY/SHELBY'S UPDATED REQUIREMENTS, PROCEDURE AND FORMS]

Use the SDCT Purchase/Reimbursement Request Form
Where prompted, provide both an itemized receipt and a payment receipt
Submit requests for reimbursement within two weeks of the purchase date

Exceptions to Reimbursement Policy

As with Purchasing, when an unusual circumstance arises which causes noncompliance with UT reimbursement procedure, a request for exception can be made. For example, if someone is requesting a reimbursement without an itemized receipt, or if reimbursement is being requested more than 60 days after the date of purchase.

[NEEDED: AMY/SHELBY's INFO ABOUT EXCEPTION REQUESTS WITHIN SDCT]

NOT ALLOWED

Office Supplies

All office supplies must be purchased through Today’s Business Solutions due to a contractual agreement with the university; therefore, faculty or staff will not be reimbursed for such items.

Computer Hardware and Software

Due to ownership, warranty, and licensing issues, all computer hardware and software purchases must be purchased using the ProCard or a purchase order through POINT Plus; therefore, faculty or staff will not be reimbursed for such items. A one-time exception may be requested from the assistant vice president for procurement, contracts, and payment services under extenuating or emergency circumstances, and may be rejected. If Texas sales tax was charged, it will not be reimbursed.

ALLOWED

Reference Books and Materials

Reimbursements for reference books and materials under $5,000 are allowable reimbursements. If reference books and materials cost more than $5,000, the reference books and materials must be purchased on a ProCard or through a Purchase Order.

Memberships

Professional, institutional, or social club memberships are allowable reimbursements for faculty or staff only if they pertain to the person’s job duties and benefit the university.

Purchase orders are not required for memberships. For social memberships, approval from the provost or the president is also required. For additional information on professional and institutional memberships, refer to the Provost’s Institutional Memberships and Dues for Professional Organizations page

Social Club Membership Approval Letter Sample for Academic Departments approved by Dean*

Social Club Membership Approval Letter Sample for Deans approved by Provost*

Social Club Membership Approval Letter Sample for Administrative Departments and Vice Presidents approved by President*

Professional License Fees

Professional license fees are allowable reimbursements for faculty or staff only if the payment of licensing fee relates to the university’s functions, and the department receives an adequate return for the payment. Departments may consider the following factors to determine an adequate return for the payment:

If the employee works full-time or part-time
If the employee uses his or her professional credentials in working outside the confines of state employment
If the employee’s professional credentials are required or merely useful in performing his or her job duties

Departments must retain documentation on file that shows how the payment is directly and substantially related to the university’s functions and how an adequate return on the payment is received.

Subscriptions

Subscriptions to magazines or newspapers are allowable reimbursements for faculty or staff only if the subscriptions pertain to the person’s job duties and benefit the university. However, the subscription cannot be delivered to the person's home address.

Registration

Registrations for conferences or workshops are allowable reimbursements for faculty or staff, but these expenses will only be reimbursed after the event has occurred.

Apps

Apps purchased for university-owned tablets, such as iPads, from online stores such as the iTunes Store are allowable reimbursements for faculty or staff but the applications must be business-related. For more information, refer to 7.7.6. Purchase and Payment Methods For Technology Purchases. The accounts used must allow this type of purchase and should be coded as object code 1842. The Procard may also be used to purchase applications and will not require an exception.

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