Reimbursements
Reimbursement Requests
- To request a reimbursement for an approved business purchase or expense, submit a Reimbursement Request Form
- Many purchases cannot be reimbursed, including but not limited to computers, software, electronics, or office supplies. These items must be purchased by the department on your behalf. To ensure that a purchase is eligible for reimbursement, please contact the Purchasing Coordinator before making the purchase.
- The purchaser is responsible for ensuring that sales tax is not charged. In most instances, sales tax is not a reimbursable expense. To request a sales tax exemption, present a Texas Sales and Use Tax Exemption Certificate (PDF).
Entertainment Expense Reimbursement
Please submit entertainment reimbursement requests using the Reimbusement Request form. For travel reimbursements, please visit the travel page.
- Entertainment expenses include receptions, group meals, conference, retreats, group meetings or similar event hosted by a University of Texas representative. Entertainment expenses may be reimbursed by the department using a faculty’s individual chair account, or on grant accounts if allowable.
- If you are planning an event, check with department staff to determine the best way to arrange rooms, order food, and make any other arrangements. Do not sign a contract with any vendor yourself; all contracts must be reviewed and signed by the Business Office.
- To comply with Internal Revenue Service (IRS) regulations and Safe Harbor rules, request for reimbursements must be submitted within 60 days.
The list below is not meant to be exhaustive but to highlight some of the most common questions and issues regarding entertainment policy. The Business Office team can give additional guidance:
- Entertainment expenses are limited to $100/person (including tax and gratuity). Alcohol cannot be more than 50% of the event cost (before tax), and gratuity cannot exceed 20% of the pre-tax amount.
- The cost should be reasonable and appropriate for the type of meal or event. (Breakfast: $30 per person, Lunch: $40 per person, Dinner/Reception: $100 per person)
- If you spend more than the $100 per person limit, the 50% alcohol cap, or the 20% tax limit, you will not be reimbursed the overage.
- If you are planning to use the Procard to make any purchases for your event, contact the business office at least three business days before the purchase to obtain pre-approval from the college for all entertainment purchases on the Procard.
- The Procard cannot be used in restaurants, but with pre-approval can be used to purchase food or event supplies in grocery stores. The user will need to present a Texas Sales and Use Tax Exemption Certificate (PDF) at the time of purchase.
- As with all other Procard purchases, users are responsible for submitting a Procard Charge Form and original receipt, and for ensuring that sales tax is not charged on the purchase.
- Prior approval is required to serve alcohol on campus, and a TABC certified bartending service may be required to serve alcohol at on campus events.