Travel & One Card has developed a Reimbursements Reference Aid. 
The University reimburses what are considered standard, reasonable, and necessary expenses incurred for a valid business purpose to fulfill the mission of the University. Reasonable expenses include those normally incurred and expected, considering the business purpose of the event, its attendees and relevant circumstances. Generally, this amount should not exceed $90 per person. The per-person cost includes meals, drinks, tax and tips. Clear business purposes should be identified in all methods of purchases. All reimbursements should be reviewed and approved/denied in accordance with University UTDBP3094: Entertainment and Official Occasions, UTDBP3057: Purchasing Policies, and campus business practices.
Reimbursement can be requested by completing the Emp. Non-Travel Reimbursement form in eProcurement. Completion of the form creates a requisition that will automatically be paid when the approval workflow is complete. Reimbursement is based on actual expenditures, and sales tax will not be reimbursed. All required receipts should be attached.
Reimbursement submitted after 60 days after the expense was incurred will be reported to Payroll as income. The IRS requires employee business expenses to be submitted for reimbursement within the University’s accountable plan or 60 days after the expense is incurred. If not submitted within 60 days, the reimbursement becomes taxable [to the employee] for federal, state, FICA and Medicare; and withholding tax must be taken. Incomplete or incorrect reimbursement claims will be returned to the department and will not be considered submitted until resubmitted with the necessary corrections.
Employees of The University of Texas at Dallas are expected to be good stewards of university funds. University leadership reserves the right to deny reimbursement of excessive expenditures. Additional requirements and limits for entertainment expenditures may be promulgated by the Dean, Vice President, Department Head, or Business Officer.
Please discuss any extraordinary or potentially questionable expenses with the Dean, Vice President, Department Head, or Business Officer. More restrictive business expense policies and procedures may be mandated by specific programs, schools, departments or offices.
