Reimbursement Without Online System
Remember: You have 60 days for your reimbursement request to make it to the Accounting/Travel Management office! Make sure to submit your form well in advance of that deadline, as it must first be approved by a number of other offices before it gets submitted to Accounting!
Most WNCG members have access to the online system. If you have access, please follow the instructions in the following sections to submit your reimbursement.
In some cases, you may not have access (e.g., if you are supported by certain types of external funding or are a volunteer, etc.) In some instances, you may lose access (e.g., if you are not appointed during the summer or if you are traveling to complete work on a project shortly after you have technically graduated).
To do so, please email lmerritt@austin.utexas.edu for help submitting your reimbursement request. You will need to provide any and all receipts as well as a complete list of the expenses you are claiming.
Information Needed
Include all of the following information with your request:
Make sure you have tried logging onto the online system and confirm that you do not have access.
If you know the RTA number from your final-approved RTA, include that. If you don't know your RTA, just make sure to include the destination and dates of your trip.
Your EID
Attach all relevant receipts
Include a complete summary of all the expenses you are claiming, including all expenses you have receipts for as well as expenses that do not require receipts (eg. per diem).
This can be a separate document like an excel sheet, or you may include the summary in your email.