Entertainment Reimbursement Rules
If you have prior permission from your advisor, research-related entertainment meal expenses are reimbursable. For example, food at research group meetings, refreshments at your thesis defense, or being asked by your advisor to attend a working lunch with a research visitor.
Remember: The expense must be approved by your advisor PRIOR to purchase!
Reimbursement Procedure
1) Submit proof of advisor approval from your advisor before we can reimburse you. For example, by CC’ing us on your email to them to seek permission.
2) Keep your receipts. Remember to ask for a detailed, line item receipt from the vendor. Receipts MUST include:
Line item details describing what was bought. If you just turn in the credit card slip that has a total amount paid, that is not enough!
Proof of Payment – A final balance of “zero”, or other notation stating the entire balance as “PAID”
Method of Payment – If paid with a credit card, this is often shown as an authorization code as well as either the name of the credit card (i.e. VISA, MASTERCARD) or simply “Credit Card”
3) Submit your documentation and reimbursement request via the online system:
4) If it’s your first time to receive a reimbursement from the university (whether Travel or Entertainment) you might be required to fill out a Payee Information Form + provide a copy of government-issued ID.
5) If it's your first time receiving a payment from the University that is unrelated to payroll, you should set up your Non-Payroll Direct Deposit if you want to receive the payment via direct deposit to your bank. Otherwise, you can choose to have a check mailed, or pick up the check from the Accounting office on campus.
Reimbursement Deadline
All reimbursements—entertainment included—are subject to a 60-day deadline. This includes all processing time, so please submit well in advance.
45 days after event - deadline to submit reimbursement to WNCG staff
60 days after event - reimbursement must be final approved
Entertainment Expense Rules
Reimbursement Limit Amounts
Reimbursement limits are the maximum amount you can spend per person. If you go over this amount, you may only be reimbursed up to the maximum amount listed. In other words, any amount that you spend over this amount, will not be reimbursed.
Breakfast: $30/person
Lunch: $40/person
Dinner: $100/person
Tax
Take-away or delivery orders which are not consumed at the restaurant are not eligible for tax reimbursement. In these cases you can:
Ask the restaurant if they can process the order tax-free
Tell them the purchase is for the University of Texas at Austin, which is a tax-exempt organization.
Submit the Tax Exemption Certificate to them. You will need to fill out the fields for Seller (the restaurant), Seller Address, and Description of items to be purchased (it can be a general description, like "food").
If the purchase has already been made, ask the restaurant if they can refund the tax directly to you.
Tell them the purchase is for the University of Texas at Austin, which is a tax-exempt organization.
Submit the Tax Exemption Certificate to them. You will need to fill out the fields for Seller (the restaurant), Seller Address, and Description of items to be purchased (it can be a general description, like "food").
If the tax amount is small, and you don't mind that you won't be reimbursed you can submit the receipt as is. The tax amount won't be reimbursed to you, but all other allowable amounts will still be refunded.
Tips/Gratuity
Maximum reimbursable tip amount is 20% or less than the pre-tax, pre-fees amount. (If you want to personally tip more, you can, but you will only be reimbursed 20%).
Alcohol in Entertainment Expenses
Alcoholic beverages may only be reimbursed on a limited basis, usually with prior permission.
The alcohol amount cannot comprise more than half of the food/beverage total. In other words, the bulk of the purchase should be food & non-alcoholic drinks.
Alcohol may not be a part of entertainment expenses for official university occasions (meetings, events, etc.) if undergraduate students are attendees; even if those undergrads are 21+. Even if they do not partake of the alcohol.
For questions about entertainment reimbursements, you can contact @... for more assistance.