Submitting Receipts
Effective immediately, BSOM submissions for payment will be moving to a series of UT Box folders. This process will make tracking easier for payment processing and updates.
Personal expense reimbursement receipts
Invoice submissions (Purchase Orders/Contracts/House Accounts)
Any invoice submissions forwarded to BSOMBusiness@austin.utexas.edu will be redirected to these folders. If you have difficulty combining receipts as requested in the upload folder, please reach out and COFA business staff will provide training.
Travel
Travel requests
A Travel Request Form must be submitted PRIOR to the travel start date. Please send receipts via email to BSOMBusiness@austin.utexas.edu; once we receive the email we will put it in a queue for processing.
Hotels
A hotel occupancy tax exemption certificate is used for in-state travel only. The form is also used for guest hotel direct-billing purposes.
Mileage
Mileage reimbursent can only be claimed if you are using a personal car. If you are claiming mileage, please include a starting and ending address. Exact street addresses are needed.
Example:
Start – 1900 University Ave, Austin, TX 78705
End – 660 Parrington Oval, Norman, OK 73019
Rental cars
Only use one of the 5 approved vendors (Avis, Budget, Enterprise, National, or Hertz). If one of these vendors cannot be used, you will need to obtain prior approval.
Expense Policies
Official Occasion Expense Form (OOEF)
This form is required supporting documentation for all entertainment expense reimbursements or direct-payments to vendors.
Tips
The maximum tip you can use is 20% of the subtotal (before tax).
Itemized Receipts
You must include an itemized receipt for all reimbursements. If an itemized receipt is not available, you must have a written record of each item with the corresponding charge. Note if there was alcohol purchased at a meal, and whether it was more than 50% of the total charge.
Proof of Payment
All reimbursements must show proof of payment or a zero balance.
Meal Limits
The total reimbursable amount for meals is as follows:
Breakfast or Lunch: $40/person
Dinner: $75/person
These totals include tax (when applicable), tips, and fees. You will need prior approval in order to be reimbursed beyond these limits.
