How to Submit a Request for Entertainment Reimbursement

Staff Contact

@Madison Poppe

Accessing the Online System

Please submit all requests for Entertainment reimbursement via the online system: https://utdirect.utexas.edu/apps/services/requests/

You must be a currently appointed student/research staff in order to be able to access the system. If you are unappointed for the semester or if you are having problems with the online system, please reach out to Jaymie for help.

Creating and Filling Out a New Request

Create the Request and Upload Receipts

1. Log on to the Online System using your EID and pw: https://utdirect.utexas.edu/apps/services/requests/
   
   
   

2. Under "Expense Requests," choose the Create button next to "Entertainment Payment Request."
   

   
   
   
   
   

3. Under "Attachments," click "Add Attachment" to upload scans of your receipts.
   Receipts MUST include all of the following:

   1. 1. Detailed line items describing what was bought. The credit card slip that lists only total amount paid is not sufficient.

      2. Proof of Payment – A final balance of “zero”, or other notation stating the entire balance as “PAID”

      3. 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”

      4. Please make sure your scans are clear, high-quality scans. Blurry photos or files too small to be legible will not be accepted.

• For Category, select "Other." Write "receipt" in the Description box. 

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Filling Out the Form

Request information

1. Requester UT EID: Your EID should auto-populate in the Requester UT EID field.

2. Description. A description of what the event was for. (Ex. "Reimbursement to <your name> for <your advisor/lab name> group research meeting 9/16/19"). 

3. Request Notes: If you have any other notes/explanations you want to add, you can add them in the "Request Notes" field.

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Event Information

1. Enter the begin and end date of the event that you bought food for. If it was only one day enter the same date for both the begin and end date.

2. For the "Invoice Received" date enter the date you are putting in this request.

Open

Expense Information

1. • How would you like to include the OOEF information? = choose "Complete Online"

   • Date of Event = date the food was consumed

   • Location

     • If on-campus → building/room number (ex. EER 6.702).

     • If dined-in at restaurant → name of restaurant.

     • If off-campus but not at the restaurant the food was purchased → name of venue and address

   • Number of participants at the event

     • Less than 11 participants--> use the pop up form fields to list full names, titles, & affiliations (E.g. “John Doe, Research Engineer, Intel). Use the "add" button to add more names as necessary.

     • More than 11 participants--> number of people and a general statement who they were (E.g. “1 Professor, 14 GRAs")

   • What account to use (most likely will be IAP or Gift)

   • Purpose of the Event (ex. "research group meeting")

   • Benefit to the University of Texas = "research goals"

   • Estimated cost = (leave blank)

   • Actual cost = total cost

   • Average cost per person = (no rounding)

   • Justification = (leave blank)

   • Account = Please get this information from your advisor who is sponsoring your reimbursement. They can give you an account number OR an account name (you don't need to have both).

Payment Information

Choose "individual". Provide your EID in the "Recipient UT EID" field.

Assign the Request

1. Click the blue "Continue" button at the bottom of the page. It should bring you to the "Assign" page.
   
   

2. Choose to "Assign to Group", and assign to "00088 WNCG Travel Processors".
   
   

3. Click the blue "Assign" button at the bottom.