Accounting & Financial
The Art and Art History team aims to assist the department in navigating financial processes at the University of Texas at Austin.
Financial Processes
Meet the Team
Name | Role | |
|---|---|---|
Brittny Johnson Herrington | Financial Manager | |
Hillary Haines | Department Purchaser | |
Alex Borden | Entertainment and Visiting Speakers | |
Kate Joly | VAC Financials |
Purchasing
To make a purchase at the university, you must work with the Art and Art History Financial Team prior to the start of the project or purchase. There are many university policies and procedures that govern purchasing, and failure to follow them can result in delayed payments, loss of purchasing privileges, or out-of-pocket payments.
Purchasing Reimbursement Guidelines
Please note any items submitted for reimbursement must follow all university policies.
Purchase reimbursement requests over $1,000 require prior approval. If you make a purchase over $1,000 without prior approval, you will not be reimbursed.
If you would like to purchase an item online, please work with our department purchaser first to ensure that all university purchasing rules are met. If you purchase an item that does not follow university guidelines, you will not be reimbursed.
Computer software and hardware must be approved by COFA IT prior to purchase. If an item is not approved, it will not be reimbursed, per university policy.
Lab managers and other staff should use the department ProCard for all department or lab purchases.
For purchases of food or snacks of any kind, please follow the guidelines for Entertainment Purchases.
Prior to making a purchase, please confirm your current balance for the account being charged. We can only reimburse you up to the amount available in your account.
If you are purchasing services, you must work with the AAH Financial Team to set up the vendor and create a purchase order (PO) for those services. If work begins before the vendor is set up at UT, you risk having to pay the vendor out of pocket.
All reimbursement requests must be submitted within 45 days of the purchase.
We do not reimburse sales tax for any out-of-pocket purchases.
All reimbursement requests should include a receipt with proof of payment. If your receipt does not show proof of payment, please include a redacted card statement showing the purchase.
All reimbursement requests must be submitted to the AAH Processing Box. Requests received via email will not be processed.
ProCard Policy
The ProCard should be returned either the same day or the next business day. If you check out the card on a Friday, it must be returned by 9:00 AM Monday morning. When returning the ProCard, write your area name and account number to be charged on the receipt and place it in the pouch with the card.
The maximum you can spend on a single purchase is $500.00 without prior approval. Failure to get prior approval for a purchase over $500.00 will result in loss of ProCard privileges.
You cannot purchase computers, software, or electronic devices without prior IT approval.
Always select "credit" when prompted at checkout, if given the option. If credit is not accepted, you may use debit with the PIN code.
You are not allowed to enter the card number into any online applications or services without the cardholder's written approval.
When making a purchase, let the cashier know that your purchase should be tax exempt.
If you are charged tax on the ProCard, the AAH (Art and Art History ) Financial Team will contact you, and you will have 10 days to reimburse the university via check.
Only the person who checks out the card is approved to use the ProCard. If another person will be using the ProCard, please notify Theron so it can be added to the log.
You may purchase food, napkins, cutlery, cups, and non-alcoholic beverages at HEB or Central Market. Food or drinks may not be purchased from any other stores. For a full list of items that cannot be purchased with the ProCard, please review the Disallowed Purchasing List.
If your purchase is made at HEB or Central Market, please complete and submit an OOEF (Official Occasion and Entertainment Form) to the AAH Processing Box after the event has taken place.
Budgeting
Each year's funding becomes available around September 9th and should be spent by August 15th.
In some cases, you can apply for a balance forward, but it is not guaranteed.
Funding recipients are responsible for maintaining a cost budget to ensure their funding is not overspent.
Please refer to your award letter for funding expiration dates and limits.