Staff reimbursements pertain to non-travel expenses that have an essential business purpose for the university. For travel reimbursement information, please go here.

Reimbursement for out-of-pocket expenses for purchases of goods, materials, and/or services does not exempt the university, its officers, or its employees from the 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 procurement card (Procard). Purchases made from personal funds that require reimbursement 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.

All receipts and invoices must be itemized and submitted via Jira Reimbursement Request portal using an EID email address.

All staff should confirm with their supervisor before incurring reimbursable expenses. 

Expenses Not Allowed

• Office Supplies
  All office supplies must be purchased through Today's Business Solutions. If there is an essential emergency and your unit Procard is not available, please email EM-Support@austin.utexas.edu.
  
  
• 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.

Expenses Allowed

• Books
• Memberships
• Professional License fees
• Subscriptions
• Registrations
• Certain OOEF expenses including staff lunches. Please refer to EM Entertainment Programs and Events for more information.

Materials for Payment

» Save all associated files as a single PDF document.

» Submit staff reimbursement requests via Jira Reimbursement Request form and upload the following:

Approved OOEF (if applicable)

• Must include total number of attendees (if applicable)
• Must be fully signed by all parties

Itemized Invoices or Receipts

• Must be exempt from Texas state sales tax

Fully executed contract or agreement (if applicable)

• Must be fully signed by all parties

Approved Purchase Order or PO Number (if applicable)

State Sales Tax

Per UT Entertainment policy HBP 9.1.1.M.1.f., the university is exempt from state sales tax. However, if paid with personal funds, employees can be reimbursed for sales tax on business meals consumed at restaurants. 

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.