Document Submission:

• To pay a vendor, submit itemized receipts/invoices and any required supporting documentation (OOEF, contract, PO, EICCC, etc) to INVOICE Payment Submission form for payment processing.  
• To reimburse UT employees for non-travel expenses, submit a Reimbursement Request and upload receipts and any supporting documentation for processing.
  • Prior to requesting reimbursement, confirm non-payroll direct deposit is authorized in UTDirect.
  • For more information about allowed and disallowed reimbursements, please visit Staff Reimbursements.
  • To check on the status of reimbursement, visit Where's My Check?

Deadline for Submitting Invoices and Receipts:

In accordance with the Prompt Payment Act, vendor invoices must be submitted from Finance and Administration to UT Office of Accounting for approval within 30 days of the event in order to avoid accrued late interest fees.

Invoices:

All itemized invoices to be paid must be submitted for payment as soon as received to Finance and Administration. A generic invoice template may be provided to the vendor to complete if the vendor does not have their own invoice documentation. Include any required authorization or reconciliation documentation to your payment request. Payment requests missing required documentation may experience delays in processing.

Receipts:

Itemized receipts required for meals, or events with food, and the receipt or payment request must include number of attendees. All other consumable and non-consumable items, such as those purchased from grocery or department stores, must be itemized without exception. Include any required authorization or reconciliation documentation to your payment request. Payment requests missing required documentation may experience delays in processing.

Pro Card Purchases:

If pro card is used to purchase items related to an event, include the approved OOEF within itemized receipt/invoice documentation in the ProCard UT Box inbox. Sign and date receipt/invoice as received.