Page Comparison

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SOA Food Vendors 

Organizational Chart

Purchasing & Payments

Paying a NON-UT person for services/guest speaker/work-shopper/symposium participant

(virtual or in person): primary contact is Brandi Brokmeyer

If you wish to engage someone to participate in your class or at an event (virtually or in person), AND you wish to pay them, you MUST coordinate pre-engagement paperwork. NEVER SIGN A CONTRACT OF ANY KIND—the university’s business contracts office is the only entity on campus authorized to sign contracts.

1. Submit the SOA Payment Request Form. This form must be initiated PRIOR to the individual or company performing the service.

Paying a current UT employee honorarium for guest speaker/work-shopper/symposium participant/musical performance (virtual or in person): primary contact is Josette Lehman

If you wish to engage a current UT employee (faculty or staff) to participate in your class or at an event (virtually or in person), AND you wish to pay them, you MUST coordinate pre-engagement paperwork. The UT employee’s current supervisor will need to sign the Additional Employment Form and a Workday appointment will need to be created for them. The honorarium payment will process through payroll and standard tax deductions will be applied.

Purchasing Request: primary contact is Monika Hill

Conference registrations (including for students), Amazon orders, merchandise, and materials.

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1. Web link to item you would like purchased or;
2. Quote to arrange a payment to a vendor or;
3. Invoice for a payment AND;
4. UT account number to charge

Travel

Pre-Travel: primary contact is Brandi Brokmeyer

Travel Authorization Request (RTA): An RTA is required for faculty, staff, and students for study or business-related travel expenses.

1. RTA must be submitted before travel begins
2. All five sections under Travel Information must be sufficiently completed. See RTA example HERE
3. An estimated cost must be entered
4. A UT account number must be provided
5. Assign the RTA to Group 00049

Post-Travel: primary contact is Brandi Brokmeyer

Travel reimbursements must be submitted online through the Request Form System. See reimbursement example HERE.

1. Submit the Travel Reimbursement Request (Attach ONE PDF w/ALL receipts combined)
2. Travel reimbursements MUST be submitted within 60 days of the last day of travel
3. Itemized, zero-balance hotel folio is required for reimbursement
4. Texas state sales tax is not reimbursable; city and local sales tax is okay
5. Any/All travel expenses incurred by others (students, colleagues, spouse, children) is NOT reimbursable to you, even if you paid—don’t do it!
6. Assign the reimbursement request to Group 00049

***If you are submitting a reimbursement for out-of-state mileage, you must include a comparable airfare quote (can be from online source such as Expedia, Google, etc.) with your receipts. The reimbursement is limited to the lower of coach airfare or mileage. ***

Direct Bill Options

Lodging for out of town guest: If you would like to pay for out of town guest accommodations, and you have SOA funding, email Brandi Brokmeyer.

Airfare for out of town guest: Direct billed airfare for domestic and international travel is booked through Anthony Travel, a full-service travel agency available to faculty, staff, and students.

1. Event organizer (can be sponsoring faculty, staff, or delegated students) must submit the SOA Non-Employee Travel Authorization form
2. Once approved, provide the completed pdf form to your guest
3. Direct your guest to email Anthony Travel and attach the approved non-employee travel authorization. In the email to Anthony, they will need to provide the following information.
   1. Legal Name of traveler as on Driver’s License or Passport if traveling Internationally
   2. Date of birth
   3. Gender
   4. Cell phone number
   5. Email
   6. Departure date and time preference
   7. Destination city
   8. Return date and time preference
   9. Unit (School of Architecture)
   10. Seat preference
   11. SOA contact to cc reservation (soa_BusinessServices@austin.utexas.edu)

Airfare for current UT faculty + staff: Direct billed airfare for domestic and international travel is booked through Anthony Travel, a full-service travel agency available to faculty, staff, and students.

1. Submit Travel Authorization Request (RTA)
2. When your RTA is approved you will receive an automated message with your RTA number and DOC ID

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       3. Forward the approved RTA email to UTTravel@AnthonyTravel.com

       4. Select your flights and cc your reservation confirmation to soa_BusinessServices@austin.utexas.edu

Rental cars for current UT faculty + staff:

If you do not use Anthony Travel to rent a car, please note that there are only five approved vendors to use: Avis, Budget, Enterprise, National, Hertz. Rentals with vendors outside of these five are not reimbursable. When booking with one of the five vendors, you will need to provide them with a UT discount code: Avis AWD# S828003, Budget BCD# R524103, Enterprise/National UTS005, Hertz (CDP) 1989415

Rentals with vendors outside of these five may not be reimbursable. The preferred method for car rentals is direct billing with Enterprise and National or Avis.

Faculty Travel Grant Application (FTG): Eligible faculty may receive up to $1,400 per academic year for travel related expenses to present original papers at scholarly and professional meetings (may also be used for virtual conference). Here is a link describing the program and faculty responsibilities in order to be awarded (make sure to submit this at least two weeks prior to departure date; late requests will not be accepted by the graduate school, unfortunately)

1. For the travel/RTA administrator’s EID use: btb2456
2. Account number to enter on your RTA: 3094000051

SOA Credit Card

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For food, the procard can be used at HEB, Central Market catering orders, Target grocery, and THESE bakeries.

1. UT account number to be charged should be provided at procard check-out time
2. Receipts must be provided when the card is returned, and no Texas state sales tax can be on the receipt
3. If Texas state sales tax is shown on a procard receipt, the user is required to return to the vendor and have it removed 
4. If a disallowed item is purchased using the procard, the user is responsible for paying out of pocket to reimburse the university

Entertainment Expenses

Official Occasions & Entertainment

Please note that you must have or secure funding for such an expense in advance. The OOEF must be completed after the purchase of any food, beverage, flowers, invitations, or similar expense.

Use the OOEF – Dean required if: primary expense is alcohol, average cost per person exceeds $75, or if the total cost is over $5,000. These require review by Dean Addington.

Use the regular OOEF if none of the above apply.

1. Itemized, zero-balance receipt is to be electronically attached to the OOEF; a credit card receipt alone does not suffice unless it also includes itemization
2. Texas state sales tax is okay to pay at restaurants ONLY; nowhere else
3. Catering payments can be processed with an invoice and OOEF (submitted via applicable OOEF link above); NO Texas state sales tax on the invoice
4. Max reimbursement for tips is 20% of pre-tax bill amount
5. Not all UT accounts allow for official occasions and/or entertainment expenditures; if in doubt, just ask us