Research Fund Expenses
The following information outlines what expenses may or may not be charged to Faculty and Fellow Research Funds. While not exhaustive, these lists cover the most common allowable and unallowable charges.
If you are in doubt about whether a purchase is reimbursable, please reach out to faramola@utexas.edu or sclbiz@utexas.edu before you buy.
Quick Reference: Research Fund Expenses
✅ Allowable (Examples) | ❌ Not Allowable (Examples) |
|---|---|
Scholarly materials (books, journals, subscriptions) | Personal items or supplies |
Professional membership dues and fees | Personal (non-work) travel |
Publishing and submission fees | Personal mailing or printing |
Conference registration and travel | Office decorations |
Office supplies beyond basics | Local meals (except during business-related travel) |
Business mailing charges | Alcohol |
Select software/equipment* | Unsupported travel costs (companions, spouses, etc.) |
Large-job printing (over 100 pages)** | Flowers |
Bluebooks, scantrons, laser pointers | Social club dues, gifts/donations |
Small furniture items (e.g., whiteboard, bulletin board, lamp) | Summer salary or supplemental pay to self |
*Software must comply with UT Information Security policies and requires University approval. Please allow additional processing time.
** Please use University of Texas Libraries or Document Solutions for large printing jobs (direct billing to your SCL research account or self-payment).
⚠️ It’s always best to ask before making a purchase.
Important Reminders
Reimbursement purchases:
Must be made out-of-pocket (no use of credit, gift cards, or points).
Must have itemized receipts showing a zero balance due.
Purchases made directly by SCL: Reach out to us before committing funds so we can guide you through the correct process.
When in doubt, contact faramola@utexas.edu or sclbiz@utexas.edu before you buy.