Payments

The Invoice Payment Request Form is used for all vendor payment needs. This form will guide you to include the required documentation for each type of vendor payment.

Things to remember:

Ensure your desired vendors have already been authorized via the Vendor Information System. To gain access to this system, email UC.BOSS@austin.utexas.edu.

Payments to an individual for services provided will require an Employee/Independent Contractor Classification Checklist (EICCC) to be submitted with the payment request.

The Reimbursement Request Form is used for all reimbursement types. This form will guide you to include the required documentation for your request.

Purchases made from personal funds that require reimbursement should be reserved for emergency circumstances, must not cost over $5,000, are subject to review by the assistant vice president for procurement, contracts, and payment services, and may be rejected.

Prohibited reimbursements include office supplies and computer equipment and software.

Allowable expenses include books and reference materials, memberships, professional license fees, subscriptions, and registration fees. Registration fees will only be reimbursed after the event has taken place, so using the ProCard or paying the organization directly will avoid financial burden on the employee or student.

Inter-departmental payments (IDTs) are utilized when acquiring a service from an on-campus entity. Usually, these service centers will authorize your account and provide you with a receipt for backup documentation. However, on occasion, you will be required to complete the manual IDT voucher to render payment. These unsigned, completed forms may be submitted for Business Office approval using the Transfer Request form.

A co-sponsorship provides funding for an event that is hosted by an external entity. If UT Austin will receive a benefit by providing a sponsorship stipend, the Co-Sponsorship Approval Form must be submitted for review and approval to render payment to the organization.

Provide your unsigned, completed form for processing using the Co-Sponsorship Request form.