Forms and Procedures

Whenever you travel during semester (if it is not during a break/vacation) you must get travel authorization regardless of purpose. This is classified as a business absence. TARs should be submitted within 14 days of trip return (and no later than within 30 days of trip return)

General information: https://travel.utexas.edu/booking-travel/travel-authorizations

Specific Travel Authorization guidelines: https://afm.utexas.edu/hbp/part-11/2-travel-authorizations

Detailed slides for Travel and Reimbursement: https://utexas.app.box.com/v/travel-rules

Taren Alexander can do a “TAR” Travel Authorization Request for you, or you can complete them yourself. If you plan to have reimbursements please let her know ahead of time especially if you are doing a TAR on your own. They are incredibly straightforward and easy. However, if you get hung up or don’t feel comfortable, she is happy to take over. 

Here is what you will need to have on hand to complete the survey:

• Traveler's name
• Traveler type (E for employee, P for prospective employee, N for non-employee, S for student)
• Dates of travel
• Destination
• Purpose of travel
• Benefit of travel
• Disposition of traveler's job duties
• Account to be charged for travel expenses, if applicable

 

*Please note- there are separate guidelines and forms to complete if you are going to Washington, DC or international.

Instructions to complete TAR: You will find the Travel Authorization Request under the heading of Expense requests on the left of the screen, second from bottom. 

Click create and scroll down the page to begin filling out information. You are the requester and the traveler.

Please assign the TAR to Taren Alexander (tca497).

I have uploaded a video tutorial here to help walk you through the process.

(https://youtu.be/v6oFtX-ayW0)

LAITS: https://liberalarts.utexas.edu/laits/

Email: laits-help@utexas.edu

Phone: 512-471-5000

Walk-up: MEZ 2.302

*It is possible LAITS will ask for you to route your concern through Taren. Email her with your problem and she can open the ticket.

Learn more: https://testingservices.utexas.edu/cis

Contact Dana Stauffer, Co-Director of Jefferson Center

• Key Points to Remember:

  1. Course get scheduled starting a year in advance. Fall- October, Spring- March, Summer- Sept.
  2. Also contact Jenna about any course related tasks- final exams, classroom requests, etc.

•  

OOEF Form

This is the form you will need for any entertainment expenses or planned events. If you 

• Key Points to Remember

  1. Lots of paperwork - get in touch with us ASAP
  2. Lots of limitations on how much can be spent in what ways - ask first!
  3. Extra paperwork for honorarium
  4. Itemized receipts and proof of payment!
  5. Any supplies needed for events (pens, paper, etc.) must be purchased through our office - we cannot reimburse for supply purchases.
  6. We can't plan what we do not know

 

The website below is the comprehensive wiki of “Entertainment” rules. https://cloud.wikis.utexas.edu/wiki/spaces/larc/pages/75241040/COLA+Official+Occasion+Expense+Policy

Here is the Disallowed List from COLA:

The following is a list of College of Liberal Arts policies regarding purchases and reimbursement. Please review them carefully and share this information with staff, students and faculty.

• No reimbursements for office supplies purchased with personal funds will be approved. Supplies may only be purchased through UT Market or by using the procard at Office Depot/Office Max brick-and-mortar locations.

• No state sales tax will be allowed on direct payments for the following types of transactions:

          • Food being delivered for any occasion
          • Food take out for any occasion
          • Grocery store purchases
          • Goods including (but not limited to): books, subscriptions, copies

• No sales tax (from any state) will be allowed on reimbursements (except dine-in entertainment expenses).

A tax-exempt form must be presented to the vendor for these types of transactions. State sales tax and mixed beverage tax can only be reimbursed for business meals which take place at the establishment.  Please see HBP 9.1.1 and 9.1.2 for more information.

• No reimbursements for purchases made using gift cards or reward points will be approved.

• No reimbursements for furniture or equipment using personal funds will be approved.

• No receipts over 60 days old will be reimbursed.

• No reimbursements or payments for employee parking on the same campus as the place of employment will be approved. For example, if the employee works on the main UT Austin campus, reimbursement for parking, payment of monthly parking fees, or use of pre-paid parking cards will not be allowed.  If the employee attends a meeting at UT System or at the Pickle Campus, parking may be reimbursed. 

• Non-tech equipment and decorative Items for private office use may not be purchased with university funds. For example, a coffee maker for individual use in a private office may not be purchased using UT money. 

Faculty report grades here: https://registrar.utexas.edu/staff/grades.         

Change grades here: https://registrar.utexas.edu/staff/grades/changes

For all questions and concerns contact COLA HR: cola_hr@austin.utexas.edu

In the news? New publication? Win an award? Do not be shy— let us know!

Email Taren Alexander: t.alexander@austin.utexas.edu

Contact: Taren Alexander

Purchasing goods or services with university money can be complicated. We operate in a regulated environment where different rules apply to different purchases. Do you need a purchase order? A contract? Can you be reimbursed? It is always a good idea to check in with us before you initiate any purchases. A quick visit or simple email can save a lot of headache (and your own money) down the line.

Some Key Points to Remember:

1. Most office supplies and computer equipment are purchased through UT Market (See tab below for more help with UT Market)
2. Purchases you think might be reimbursable are probably not - stop, ask!
3. Anything involving data requires special handling and advance planning
4. Payments for service require additional paperwork and approval before work begins
5. You should be consulting with Taren about your financial standing before initiating purchases, and at a minimum be in touch before initiating any significant expenditure (think $500 and above)

 

Email Taren Alexander: t.alexander@austin.utexas.edu

Contact: Taren Alexander

• Room Reservations
  • You can ask Taren Alexander to reserve a room for you or do it yourself with the link above.
  • Input your dates and times into this page to search for rooms

Contact: Taren Alexander

Key Points to Remember:

1. You will be given $1500 per academic year.
2. Your funds are not unlimited - please ask for your current balance.
3. At minimum, you should be consulting with us before initiating any significant expenditure (think $500 and above).
4. Different accounts have different rules - ask before spending.
5. If you are sponsoring student travel, make sure everyone coordinates with us well ahead of time
6. Buying books from online vendors is reimbursable only and taxes are not reimbursable (create a tax-exempt account!)
7. Professional association memberships are reimbursable only and special rules apply - stop and ask before purchasing.

UT has a contract with Today's Business Solutions (UT Market) and Office Max/Depot. You must order office supplies from these vendors. UT does not like to reimburse office supplies, but if you need the supplies ASAP we can try for an exception. UT has recently told COLA that fewer exceptions will be allowed going forward.

All reimbursements require an itemized receipt and proof of payment (such as a receipt showing a credit card being charged in addition to the itemized receipt). Reimbursement must be complete 60 calendar days from receipt date.

Books and non-office items can be purchased through our Amazon account. Please send your request to Taren Alexander.

Contact: Taren Alexander

Some Key Points to Remember:

1. Most office supplies and computer equipment are purchased through UT Market
2. Purchases you think might be reimbursable are probably not - please ask.
3. Payments for service require additional paperwork and approval before work begins
4. You should be consulting with Taren about your financial standing before initiating purchases, and at a minimum be in touch before initiating any significant expenditure (think $500 and above)

 

Email Taren Alexander: t.alexander@austin.utexas.edu

Please visit our Teaching Resources page for more information!

 Contact: Taren Alexander

• UT Market Points of Emphasis:

  1. There should be a “button” for UT Market located on your UT Direct homepage
  2. Once in UT Market, select a vendor before searching for a product
  3. Most office supplies can be found in the “Today’s Business Solutions (Office Depot Max partner)” vendor
  4. Most computer equipment, supplies, and some software can be found in the “Campus Computer Store” vendor, though Dell products can usually be found in either the “Dell” vendor or “Today’s Business Solutions”
  5. Please assign your cart to Taren Alexander: tca497

You can make updates to your own profile here: https://webeditor.la.utexas.edu/login/