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Kamran Scot Aghaie, Chair CAL 528 | 204 W 21st St F9400 | Austin, TX 78712-1029 • 512-471-3881

Business Policies & Procedures

Below are links to forms and procedures for C/DMES employees and guests (please note that these are internal forms intended only for use by UT faculty, staff, and sponsored guests).

Travel | Reimbursements | Procurement Card (Procard) Purchases | Hiring | Event Planning



Travel

Request for Travel Authorization
All business travel and travel during the academic calendar must be approved in advance. Complete the online RTA at least five days prior to travel. For assistance with the form or other travel-related questions, please contact Denise Beachum, (512) 471-6132.

Travel Arrangements
If you would like the college administrative services staff to book your flight for you, please complete the Airline Reservation Questionnaire and submit to Beverly Benham, (512) 471-3902.

Travel Reimbursements
To seek reimbursement for expenses incurred during preapproved travel:

  1. Complete the Travel Reimbursement Form.
  2. Translate receipts in foreign languages.
  3. Submit itemized receipts within three business days of completing the online form to Beverly Benham, (512) 471-3902.
Please note that all receipts must be submitted no later than 55 days from the return date.

Reimbursements

Entertainment (Meal) Expenses
Meal expenses, excluding alcohol, may be reimbursed for university-related events and meetings, according to university rules and regulations. To seek reimbursement for entertainment expenses:

  1. Complete the Entertainment Expense Form.
  2. Translate receipts in foreign languages.
  3. Submit itemized receipts within three business days of completing the online form to Beverly Benham, (512) 471-3902.

Please note that all receipts must be submitted no later than 55 days from the expense date.

General Reimbursements
For all other reimbursements (e.g., equipment, supplies): 

  1. Complete the General Reimbursement Form.
  2. Translate receipts in foreign languages.
  3. Submit itemized receipts within three business days of completing the online form to Beverly Benham, (512) 471-3902.
Please note that all receipts must be submitted no later than 55 days from the expense date.

Procard Purchases

Procard Charge Form
A procard charge form must be submitted with your itemized receipt for each purchase. The receipt and form should be submitted to Beverly Benham, (512) 471-3902, within three days of the purchase. 


Hiring

Professional Services/Independent Contractors (APS/PBS)
To hire an independent contractor and/or provider of professional services, an APS or PBS form must be submitted at least one week prior to the start date of services to be rendered. For assistance with the forms or questions about hiring a contractor, contact Kimberly Dahl, (512) 471-2889.

To request payment to a contractor with an approved APS/PBS:

  1. Complete an APS/PBS Payment Request.
  2. Submit a copy of the APS/PBS and EICCC, signed by the contractor, to Beverly Benham, (512) 471-3902.

Student Workers
To hire a student worker, complete a Student Hourly Employee Hiring Request at least two weeks before the proposed start date. For assistance with the form or questions about hiring students, contact Denise Beachum, (512) 471-6132.


Event Planning

Event Request Form
To request funding and staff support from the Center for Middle Eastern Studies, Department of Middle Eastern Studies, and/or the Arabic Flagship Program for a proposed event please complete the Event Request Form.

Event proposals must be received 60 days prior to the proposed event date. Requests will be reviewed within 3 days of submission, and notification of approval will be sent to the requestor within one week of submission. For assistance with the form, please contact Briana Medearis, (512) 232-5809.

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