All receipts and invoices must be itemized.
Download Receipt Coversheet, complete form and attach required materials as single PDF document, send to EM-Approvals@austin.utexas.edu
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Coversheet Instructions
» Complete top section and sections A, B, or C as applicable.
A - Blanket OOEF
- Event(s) covering multiple dates in a program.
- One Blanket OOEF may be used throughout the entire program.
B - Single OOEF
- Event taking place on a single date.
C - Non-OOEF/Non-Travel
- Expenses not tied to an event or travel-related.
Materials for Payment
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- Receipt Coversheet
- One coversheet used per vendor
- Must include total number of attendees (if applicable)
- Approved OOEF (if applicable)
- Must be fully signed by all parties
- Itemized Invoices
- Exempt from Texas state sales tax
- Fully executed /wiki/spaces/embusinessservices/pages/35848539 (if applicable)
- Must be fully signed by all parties
State Sales Tax
Per UT Entertainment policy HBP 9.1.1.M.1.f., the university is exempt from state sales tax.
Texas Sales and Use Tax Exemption form must be presented to vendors at the time of purchase.
Prior to payment submission, event staff reviews entire invoice for accuracy. If sales tax is included, event staff must contact vendor to remove sales tax and resend amended invoice.
Note: Meals purchased for entertainment purposes and are delivered or picked up by an employee must not include sales tax. A tax exempt form should be provided to the vendor so tax is not charged. Sales Tax is not reimbursable if paid using personal funds upon pickup or delivery.
Gratuity
Per UT Entertainment policy HBP 9.1.1.M.1.g., gratuities should not exceed 20 percent of the bill subtotal before sales tax.
Staff Reimbursement
Send PDF file to:
EM-Reimbursements@austin.utexas.edu
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