Reimbursements Quick Access Buttons Entertainment Expense Reimbursement Request Form General Reimbursement Request Form Entertainment Expense Reimbursement Please submit entertainment reimbursement requests by clicking on the button below. For travel reimbursements, please visit the travel page. Entertainment Expense Reimbursement Request Form Entertainment expenses include receptions, group meals, conference, retreats, and group meetings. They also include awards/plaques, flowers, and greeting cards. Entertainment costs may be reimbursed by the department using a faculty’s individual chair account, or on grant accounts if allowable. Procedures for entertainment expense reimbursement: CoLA Entertainment Policy Entertainment expenses are limited to $100/person for an event/meeting (including city tax and gratuity). The $100/person limit is not required when there is a negotiated agreement with a vendor for a total package price that includes food and non-food expenses. ProCards cannot be used at restaurants. Tips/gratuity should be limited to no more than 20% of the pre-tax subtotal. Restaurants often add a tip to the bill automatically, so please check the bill before adding a tip. Alcohol Expenses Alcohol expenses at dinner are reimbursable, if the meeting or event is for recruitment or a developmental purpose and/or donors or distinguished guests are in attendance. Alcohol is not reimbursable for business meetings conducted during breakfast or lunch. Alcohol will only be reimbursed up to 50% of the food and drink subtotal before tax, tip, & fees. Per UT policy, Alcohol expenses more than 50% of the subtotal before taxes, fees, and tips, will not be paid using UT funds. Serving Alcohol at Events in a Non-licensed Venue including a Private Residence: A TABC licensed caterer or bartender is recommended to be used for all events. University employees should not be used as servers at an event unless it is in their official job description (even if TABC certified). If undergraduate students will be in attendance, a licensed TABC bartender is required. Alcohol on Campus: Generally, alcoholic beverages cannot be served on property and in buildings owned or controlled by The University of Texas System or UT Austin. To request to serve alcohol on campus at a non-licensed venue, submit an exception request in advance of your event. Review the guidelines to request an exception and see the list of licensed venues HERE Students: If the event is considered a student event, alcohol is not permitted. An itemized receipt and receipt showing proof of payment is required for reimbursement. Receipts must be submitted within 30 days of event to allow payment to be finalized within 60 day deadline. Events over $15,000 will require an exclusive acquisition justification. Tax cannot be reimbursed for delivered items. A state sales tax exemption form is available from PRC staff or here. Flower purchases must not exceed a total of $200, including delivery/tip, and cannot be covered on a state or endowment account. Flower expenses can only be covered by VDVP or Excellence Funds. Please contact service@prc.utexas.edu to determine which account is appropriate. Food and group meal costs are only allowed on certain accounts (i.e. 30-accounts). Some grant accounts may be used if these costs are specifically written in the budget justification. Please email service@prc.utexas.edu if you are unsure. Holiday and retirement parties cannot be paid with chair/professorship endowment accounts. Event contracts must be signed by COLA. Please route event contracts to service@prc.utexas.edu at least 3 weeks in advance. If the event was attended by 10 people or fewer, please provide the name, title, and affiliation for each person in attendance. If the event was attended by more than 10 people, please provide a general description of the group attending. Entertainment Reimbursement Request Form Alcohol served on campus requires prior approvals. Please contact service@prc.utexas.edu prior to event for assistance. General Reimbursements General Reimbursement Request Form Requests for reimbursement submitted more than 60 days after the event will not be approved by the Dean’s Office. State of Texas Sales Tax is not reimbursable. A state sales tax exemption form is available here. In order to receive a reimbursement, you should: Provide itemized and paid receipts (if in a foreign currency, please indicate the country, date, and currency, along with a translation of the receipt if it is not in English). Please provide an account number or account description to be used for reimbursement. Reimbursable items include books, membership and registration fees, printing, shipping and postage, gift cards for participants, and subscriptions. Membership fee reimbursements on state accounts are only allowed for some professional organizations. Please note: Office supplies, software, furniture, computer equipment, and professional services (i.e. transcription, translating services) cannot be reimbursed. Please see department staff for these purchases.
