Q: Should receipts be uploaded with the submission of the OOEF?
A: It is not necessary to upload a receipt if you plan to submit your receipt separately. If the receipt is uploaded it is not necessary to submit the actual receipt separately.
Q: What should be done if an itemized receipt is not available?
A: Please click the appropriate checkbox on the online OOEF for approval.
Q: Can an individual be reimbursed for parking charges while at a restaurant?
A: Yes. Please submit parking receipt along with appropriate meal receipt with your OOEF submission.
Q: A request was not submitted prior to an event to exceed the $75 per person allowance. What steps should be taken?
A: Please let your CBS team know that you would like to request an exception from Associate Dean Jamie Southerland listing the business reason for the excess cost. *NOTE: Exceptions are not always approved.
Q: Can a reimbursement be made for meals of a spouse, child, or companion?
A: Yes, meals can be reimbursed for a spouse, child, or companion of the visitor of the university. Reimbursement for a spouse, child, or companion of a faculty member is allowable if the visiitor has also brought his/her spouse, child, or companion.
Q: Is there a limit on the amount of gratuity that can be reimbursed?
A: Gratuities should not exceed 20% + $5 of the total amount of the bill before taxes.
Q: Should individuals who did not eat at an Official Event be included on an OOEF?
A: Yes, all people in attendence need to be listed. The number of guests on the receipt should match the number of names listed on the form or a note needs to be included as to why there is a difference.
Q: Should children's names be included on an OOEF?
A: Yes, all people in attendence, including children, should be listed.
Q: What does affiliation mean? What if a person is not affiliated with a school?
A: Affiliation should be noted as the department, school, or company for which the individual works. If no affiliation applies, please write "N/A".
Q: What is a business purpose?
A: A business purpose is an explanation of why the event was held. An example is dinner with guest speakers to discuss research and collaboration.
Q: When should entertainment expenses related to travel be submitted?
A: Entertainment expenses should be submitted at the same time as the travel reimbursement request.
Q: How do entertainment expenses during travel affect a traveler's $41 per diem?
A: The entertainment expense will be reimbured 100%. The per diem will be adjusted accordingly.
Q: Is an itemized receipt needed for reimbursement of catering charges?
A: Yes, please attached itemized receipt with the OOEF request. *NOTE: Sometimes these receipts are called Event Forms or Event Sheets.
Q: Can charges for flowers be reimbursed to individuals?
A: Charges for flowers can be reimbursed if sent by a department or office to honor the deceased or for recognition.
Q: Is it necessary to create an OOEF for flower charges?
A: Yes. An OOEF is necessary as it show sthe approval by applicable chair/director or dean.
Q: Is it necessary to create an OOEF for the purchase of plastic tableware and paper plates for an event?
A: Yes, any items purchased related to an event outside normal operations must have an OOEF associated with the reimbursement or payment.
Q: Does a fully executed contract need to be submitted with the OOEF for a banquet at a hotel?
A: Yes, please upload with the OOEF request. *NOTE: This does not apply to the AT&T center since it is affiliated with the University.
- General Reimbursement Form
- Entertainment Reimbursement Form (OOEF)
- Travel Authorization Request (TAR) Form (UT Direct)
- Travel Reimbursement Form
- Professional Services Payment Questionnaire
- Payee Information Form (PIF)
- Procard Charge Form
- Purchase Order Request Form (online)
- Texas Sales & Use Tax Exemption Certification