The Economics Department

Purchases & Reimbursements


Faculty- Reimbursements: Travel, EntertainmentNon-Entertainment | Purchases
Staff-Purchases, Reimbursement 
Students- Purchases & Reimbursements 


Contacts

Procard & Purchases: Chrissy Lovell | chrissy.lovell@austin.utexas.edu
Reimbursements: Emily Carpenter | e.carpenter@austin.utexas.edu
Travel Reimbursements: Katie Foster | kfoster@austin.utexas.edu


Faculty

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 $1,200 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 Katie Foster. 

Travel Reimbursement Worksheet (optional document) 

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 Katie Foster.

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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 = $20 max/per person/per day ($80 max total)
Dinner = $75 max/ per person/per day ($300 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).

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:

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.

 

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Students

Links: Graduate | Undergraduate

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

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