Department Administrative Procedures
Purchasing and Travel Procedures
When making a purchase using Department funds, from any research or administrative funds, please see Khoa Tran beforehand and he will assist you with the purchase.
In order to be reimbursed for a Departmental purchase, you will need to submit your receipts to Khoa, along with the appropriate completed reimbursement form, available at the Department Office.
Please note that all computer equipment and software must be purchased through the Campus Computer Store, and only with the Department Procard; purchases of computing equipment or software from other vendors will not be reimbursed.
For reimbursement of meals (Entertainment Expense Reimbursement, below) in connection with hosting a visiting speaker or visiting student, please make sure you request a payment receipt as well as an itemized receipt at the restaurant, if these are separate documents. Also, you will need to present a tax exemption form to the restaurant at the time of payment, as taxes are not reimbursed. Tax exemption forms are available at the Department or online at the link below.
Further information is available at the Classics Faculty Resources page under the following headings:
- General Reimbursements
- Entertainment Expense Reimbursement (OOEF)
- ProCard Charge Form
- Texas Sales & Use Tax Exemption Certification Form
Most travel funds disbursed to graduate students are in the form of travel fellowships. For travel funded by a fellowship, please submit your receipts to Vanessa Noya.
On occasion, a graduate student's travel will not be in the form of a fellowship, such as when a student travels on behalf of the Department as a graduate student representative or under a grant or out of their research funds. In these cases, travel must be authorized by the College of Liberal Arts before the airline ticket is purchased. For important information about making travel arrangements, please see the following section of the Classics Faulty Resources page regarding policy and procedures:
If you are not sure how your travel funds will be disbursed, or if you have any questions, please contact Vanessa Noya.
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