Purchases & Reimbursements
Purchases
Procard & Purchases: Chrissy Lovell | chrissy.lovell@austin.utexas.edu
Reimbursements
Department Reimbursements: Ira Ochs | ira.ochs@austin.utexas.edu
Travel Reimbursements:
Faculty-Kate Hardin| kate.hardin@austin.utexas.edu
PhD Students-Stefanie Shackleton | phd-econ@austin.utexas.edu
Quick Links
Forms
Procard & Reimbursement Form | Undergrad Student Org Form |Travel Authorization Form
Recieipt Uploads:
ProCard | Reimbursement | Undergrad
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Faculty
Please note: For information about staff and student purchases & reimbursements, please go to our non-faculty information page.
- Requests must be submitted within 30 days. Requests submitted after 30 days will not be approved by the Dean's Office.
- Some purchases cannot be reimbursed. Please go here for a list of disallowed purchases.
Travel
Request for Travel Authorization (RTA)
All faculty must submit an RTA prior to travel. Request for Travel Authorization Form
Faculty Travel Grant (FTG)
Eligible faculty may receive up to $1,400 per academic year for travel expenses to present original papers at scholarly and professional meetings. (An RTA is needed to move your FTG forward.) The FTG department requires faculty to submit applications at least two weeks before travel. For more information, please go to the Faculty Travel Grants page on the Graduate School website.
Travel Reimbursements
Travel receipts must be submitted no later than 30 days after your last approved travel date. Submit travel receipts to Ira Ochs.
For detailed information on travel guidelines, please go to the Travel Policies section in the Handbook of Business Procedures. If you have any questions, please contact Ira Ochs.
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Entertainment
Requests for reimbursement submitted more than 30 days after the event will not be approved by the Dean's Office.
To make a reimbursement request, please fill out the online Procard & Reimbursement Form or the form at the front desk at BRB 1.116. If you have any questions, please contact Emily Carpenter.
Reimbursement Guidelines
When you submit your request, please provide an itemized receipt(s) and payment receipt (e.g. credit card).
Taxes
- Taxes are reimbursable if the food is consumed at the restaurant.
- Taxes are not reimbursable if the food is delivered off-site.
Tips
- Tips must be 20% or less of the pre-tax subtotal.
Seminar Meal Limits
Lunch = $30 max/per person/per day ($120 max total)
Dinner = $100 max/ per person/per day ($400 max total)
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Non-Entertainment
Non-entertainment purchases include items such as books, subscriptions, membership fees, etc.
Requests for reimbursement submitted more than 30 days after the event will not be approved by the Dean's Office. If you have any questions, please contact Emily.
Reimbursement Guidelines
When you submit your request, please provide an itemized receipt(s) and payment receipt (e.g. credit card).
Please note: Not all purchases are reimbursable (e.g. office supplies, computer hardware & software or gift cards). Please refer to the Business of Handbook Procedures and Entertainment and Official Occasions Expenditures Policy Chart for a complete list of allowable reimbursements.
Taxes
- Taxes are not reimbursable.
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Faculty & Staff Purchasing Guidelines
Links: Procard | Office Supplies
The University of Texas at Austin claims an exemption from taxes. The university's Federal I.D. number is 74-6000203. Tax links: tax-exempt certificate | tax-exempt policy
*Please note: There are some items that you will not be reimbursed for if you purchase them yourself (e.g. office supplies, furniture, or software). Please contact Chrissy if you have any questions about purchasing guidelines.
There are two ways to make purchases:
- The department can use your faculty or department funds to make a purchase for you.
- You can check out the Procard (department credit card) or have Chrissy make a Procard purchase for you. The charges will later be transferred to your expense funds.
Procard
For Procard purchases, please do the following:
- Fill out the ProCard & Reimbursement form.
- Send an email to Chrissy with a link to the vendor (e.g. Amazon), the item, and the quantity needed or you can check out the Procard from Kevin Carney.
Please note: The Procard cannot be used for expenses related to catering or restaurants. However, it can be used for grocery expenses at vendors such as HEB or Target.
Office Supplies
Feel free to stop by the department supply room in the front office (BRB 1.116) to pick up supplies. Please reach out to Chrissy if you have a special request. Please note: Supplies for TA's must be requested by a faculty member.
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Staff Reimbursement Guidelines
Requests for reimbursement submitted more than 30 days after the event will not be approved by the Dean's Office.
To make a reimbursement request, please fill out the online Procard & Reimbursement Form or the form at the front desk at BRB 1.116. If you have any questions, please contact Emily Carpenter.
Please note: Not all purchases are reimbursable (e.g. office supplies, computer hardware & software or gift cards). Please refer to the Business of Handbook Procedures and Entertainment and Official Occasions Expenditures Policy Chart for a complete list of allowable reimbursements.
Student Purchases & Reimbursements
Requests for reimbursement submitted more than 30 days after the event will not be approved by the Dean's Office.
Tax Exempt: For questions regarding tax exemption, please refer to our tax exempt section.
Please Note: Not all purchases are reimbursable (e.g. office supplies, computer hardware & software or gift cards). Please refer to the Business of Handbook Procedures and Entertainment and Official Occasions Expenditures Policy Chart for a complete list of allowable reimbursements.
Graduate Students
For purchases and reimbursements, please fill out the online Procard & Reimbursement Form. If you have any questions, please reach out to Emily Carpenter.
Reimbursement Guidelines
When you submit your request, please provide an itemized receipt(s) and payment receipt (e.g. credit card) and be prepared to provide the following information:
- Attendees-Number of attendees
- Attendees-If there are 10 attendees or less, please provide names, titles, and affiliation
Undergraduate Students
For purchases and reimbursements, please fill out the online Student Organization Purchase Form. If you have any questions, please reach out to your student org advisor.
Student Organization Contact
TEA:Ellen Flocke
ODE:Jana Cole
Reimbursement Guidelines
When you submit your request, please provide an itemized receipt(s) and payment receipt (e.g. credit card) and be prepared to provide the following information:
- Payment Type-Direct bill or reimbursement
- Attendees-Number of attendees
- Attendees-If there are 10 attendees or less, please provide the names, titles, and affiliation
- Travel Reimbursements
Contact: Kate Hardin
Faculty Travel Grant (FTG)
Eligible faculty may receive up to $1,400 per academic year for travel expenses to present original papers at scholarly and professional meetings. (An RTA is needed to move your FTG forward.) The FTG department requires faculty to submit applications at least two weeks before travel. For more information, please go to the Faculty Travel Grants page on the Graduate School website.
Request for Travel Authorization (RTA)
All faculty must submit an RTA prior to travel. Request for Travel Authorization Form
Travel Reimbursements
Travel receipts must be submitted no later than 30 days after your last approved travel date. Submit travel receipts to Kate Hardin.
For detailed information on travel guidelines, please go to the Travel Policies section in the Handbook of Business Procedures.
FAQS
Please visit our Travel Frequently Asked Questions page for additional information. - Entertainment Reimbursements
Contact: Ira Ochs
To make a reimbursement request, please fill out the online Procard & Reimbursement Form or the form at the front desk at BRB 1.116.
REIMBURSEMENT GUIDELINES
When you submit your request, please provide an itemized receipt(s) and payment receipt (e.g. credit card).
Taxes
- Taxes are reimbursable if the food is consumed at the restaurant.- Taxes are not reimbursable if the food is delivered off-site.
Tips
- Tips must be 20% or less of the pre-tax subtotal.Seminar Meal Limits
Lunch = $30 max/per person/per day ($120 max total)
Dinner = $100 max/ per person/per day ($400 max total) - Non-Entertainment Reimbursements
Contact: Ira Ochs
Non-entertainment purchases include items such as books, subscriptions, membership fees, etc.
Reimbursement Guidelines
When you submit your request, please provide an itemized receipt(s) and payment receipt (e.g. credit card).
Please note: Not all purchases are reimbursable (e.g. office supplies, computer hardware & software or gift cards). Please refer to the Business of Handbook Procedures and Entertainment and Official Occasions Expenditures Policy Chart for a complete list of allowable reimbursements.
Taxes
-Taxes are not reimbursable. - Purchases
Contact: Chrissy Lovell
*Please note: There are some items that you will not be reimbursed for if you purchase them yourself (e.g. office supplies, furniture, or software).
PURCHASES
Please note: The Procard cannot be used for expenses related to catering or restaurants. However, it can be used for grocery expenses at vendors such as HEB or Target.
-Chrissy can make the purchase for you using the Procard (department credit card) or your research account. Purchases made via the procard will later be transferred to your research count.
-Send an email to Chrissy with a link to the vendor (e.g. Amazon), the item, and the quantity needed.
-The Procard can also be checked out from Kevin Carney if you would like to purchase an item directly from the store. Please note: Most in-state purchases are exempt from taxes. In order to claim tax exempt status, you will need to bring a copy of a tax-exempt certificate. See the tax-exempt policy for additional details.
PROCARD CHECKOUT: SUBMITTING RECEIPTS
If you check out the procard, to make a purchase, please do the following after your purchase:- Fill out the ProCard & Reimbursement form.
-Submit an itemized receipt to Chrissy via box upload or bring the copy to the front office-BRB 1.116.
OFFICE SUPPLIES
Feel free to stop by the department supply room in the front office (BRB 1.116) to pick up supplies. Please reach out to Chrissy if you have a special request. Please note: Supplies for TA's must be requested by a faculty member. - Accordion 5Panel 5. Add body text in this space.
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Staff
- Reimbursement requests must be submitted with 30 days. Requests submitted after 30 days will not be approved by the Dean's Office.
- Some purchases cannot be reimbursed. Please go here for a list of disallowed purchases.
- Reimbursements
Contact: Emily Carpenter
To make a reimbursement request, please fill out the online Procard & Reimbursement Form or the form at the front desk at BRB 1.116.
Please note: Not all purchases are reimbursable (e.g. office supplies, computer hardware & software or gift cards). Please refer to the Business of Handbook Procedures and Entertainment and Official Occasions Expenditures Policy Chart for a complete list of allowable reimbursements.
Taxes
-Taxes are not reimbursable. - Purchases
Contact: Chrissy Lovell
*Please note: There are some items that you will not be reimbursed for if you purchase them yourself (e.g. office supplies, furniture, or software).
PURCHASES
Please note: The Procard cannot be used for expenses related to catering or restaurants. However, it can be used for grocery expenses at vendors such as HEB or Target.
-Chrissy can make the purchase for you using the Procard (department credit card) or your research account. Purchases made via the procard will later be transferred to your research count.
-Send an email to Chrissy with a link to the vendor (e.g. Amazon), the item, and the quantity needed.
-The Procard can also be checked out from Kevin Carney if you would like to purchase an item directly from the store. Please note: Most in-state purchases are exempt from taxes. In order to claim tax exempt status, you will need to bring a copy of a tax-exempt certificate. See tax-exempt policy for additional details.
PROCARD CHECKOUT: SUBMITTING RECEIPTS
If you check out the procard, to make a purchase, please do the following after your purchase:- Fill out the ProCard & Reimbursement form.
-Submit an itemized receipt to Chrissy via box upload or bring the copy to the front office-BRB 1.116.
OFFICE SUPPLIES
Feel free to stop by the department supply room in the front office (BRB 1.116) to pick up supplies. Please reach out to Chrissy if you have a special request. Please note: Supplies for TA's must be requested by a faculty member. - Accordion 3Panel 3. Add body text in this space.
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- Accordion 5Panel 5. Add body text in this space.
