Disallowed Reimbursements
⚠️ Disclaimer: UT’s financial rules are extensive and may cover additional situations not listed here. Please consult the Handbook of Business Procedures for full guidance.
Note: This page covers disallowed reimbursements for non-travel purchases. For travel-related reimbursements policies, see Travel Reimbursement Guidelines
Due to University policy, the following items are not eligible for reimbursement:
Item | Policy | What to Do Instead |
|---|---|---|
Software, computers, and tech equipment | Not reimbursable. | Submit a Purchasing / Payment Form. |
Office supplies | Not reimbursable. | Check Today’s Business Solutions. Submit a Purchasing / Payment Form. |
Texas state sales tax | Not reimbursable, except for in-person restaurant dining. | Provide vendors with the University’s Tax Exempt Form. |
Purchases made with gift cards, store credit, or reward points | Only out-of-pocket expenses may be reimbursed. | Use a personal credit/debit card and submit receipts. |
Parking on UT Austin main campus | Not reimbursable for employees (includes parking fees, prepaid cards, and monthly permits). | Exceptions: Parking may be reimbursed for meetings at UT System, the AT&T Conference Center, or the Pickle Research Campus. |
Non-technology equipment and decorative items for private office use | Personal items (coffee makers, décor, etc.) are not reimbursable. | Use personal funds for such purchases. |
Purchases to one vendor greater than $15,000 per order | Must go through a formal bid solicitation process. | Submit a Purchasing / Payment Form or contact sclbiz@utexas.edu for assistance. |