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Alan Tully, Chair 128 Inner Campus Dr., Stop B7000, GAR 1.104 Austin, TX 78712-1739 • 512-471-3261

Resources for Faculty

Itemized Reimbursements

The Office of Accounting requires reimbursements to be completely processed within 60 days of the event. Because of the time required for document processing, both within the department and in Accounting, requests for reimbursement submitted more than 45 days after the event will not be approved by the Dean's Office.

In order to receive a reimbursement you must:

  • Supply original detailed receipts
  • Explain why you are requesting reimbursement via email or appropriate request form
  • Have a source of funds, either an account specifically for your expenses or departmental approval to be reimbursed from the departmental account

State Sales Tax

University of Texas employees are exempt from Texas sales tax if a purchase is made for University purposes. Faculty and staff are highly encouraged to utilize this as sales tax may not be reimbursable for some purposes. If you plan on making purchases that are taxable, please pick up a copy of the Tax Exemption Certificate from Tatiana Calliham or download the form and complete the information. Please present the certificate to the vendor for University related expenses (including entertainment) to claim the exemption. No reimbursements for any Texas State sales tax for approved purchases on department funding. You may have the department make your purchase for you to ensure exemption.

Request for Travel Authorization

Prior approval for all business travel is required for absences from the campus (or other designated headquarters) for periods of half a day or more during the normal working period, whether or not there is a cost to the University.

A Request for Travel Authorization (RTA) must be filed with the department at least two weeks prior to your travel. Faculty who will be missing a class must specify a professor who will be handling their class while they are away. TAs are not authorized to cover your class. Please note on the RTA form (fillable PDF) final exam dates, how they will be administered and plan for grade submission. For further information, consult the Travel Policies in the Handbook of Business Procedures and the COLA Policy for Travel.

Request for Travel Reimbursement

Please note that travel reimbursement requests must be submitted no later than 45 days after your last approved travel date. You must have an approved RTA prior to travel in order to receive any reimbursements.

A list of items for which receipts are required is available at http://www.utexas.edu/business/accounting/hbp/11_trav/trav5-4.html.

University employees are EXEMPT from Texas State hotel occupancy taxes when traveling for University business. The University cannot reimburse any Texas State occupancy taxes unless the hotel refuses to honor the exemption certificate.

Meals are normally paid by meal allowance (per diem), currently $36 on state funds and $41 on local funds. No meal receipts are required to receive meal allowance. Please see the Dean's Office memo for a specific break down.

The University of Texas cannot reimburse a split bill (such as hotel) that does not have the UT payee's name. We will not accept private invoices for split bills; it is up to individual travelers to reconcile any private agreement.

Please include a copy of your itinerary, or let us know your flight departure and arrival times so we can make adjustments according to this policy. Unless told otherwise, default times will be based on your airfare receipt.

Upon return to Austin, original receipts must be turned in for reimbursement. You may note the expenses to be reimbursed via email or with your hard copy receipts as you choose. An easy reference organizational form is available courtesy of the Department of Economics but is not required. Expenses that can be reimbursed include, but are not limited to:

  • Airfare (original receipt clearly showing that payment was made)
  • Lodging (original hotel bills are required showing itemized room rate and taxes, and showing a zero balance)
  • Meals (at current per diem)
  • Registration fees
  • Parking fees
  • Cab/Bus/Train fares. Receipts are required for travel between cities.
  • UT Business telephone calls and UT business internet service (reimbursed via the hotel bill)
  • Hotel occupancy taxes (reimbursed via the hotel bill)
  • Gasoline for personal car (if not claiming mileage reimbursement)

Faculty Travel Grant

*** HAVE YOU APPLIED FOR A FACULTY TRAVEL GRANT? $1,200 IS AVAILABLE YEARLY. ***

Now available through online application! Check out the graduate school's web site at http://www.utexas.edu/ogs/faculty/ftg/ for travel grants for details. The purpose of the travel grant is to support presentation of the applicant's original research or creative effort.

Attending a meeting or chairing a session does not qualify nor does accepting an invitation to present a seminar or giving a colloquium at another university. Before beginning the application, be sure to gather:

  • your abstract (not exceeding one page in length) of the paper or presentation to be given, and
  • either a copy of the meeting program showing your name, paper or presentation topic, and date or a letter from the meeting organizer accepting your paper or presentation and confirming your part in the program.

Applications must be completed and submitted with your RTA form no later than two weeks before your scheduled trip.

Entertainment Expenses

Preapproved entertainment costs may be reimbursed by the department or by endowment holders' own accounts. These are considered "Official Occasions"; an "official occasion" is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by UT (e.g., conferences, meetings, planning retreats, staff meetings). These functions are normally associated with special programs or conferences, University guests, faculty and staff recruitment, or business meetings. To prevent a personal tax liability, you will need to document each occasion with receipts for expenses.

  • For reimbursement you must complete the department's Official Occasion Expense Form (fillable PDF).
  • Entertainment expenses are limited to $55/person for an event/meeting (including tax and gratuity).
  • Tips/gratuity should be limited to no more than 20%.
  • Faculty and staff must submit itemized receipts for reimbursement. They must also submit a receipt showing proof of payment (if this does not already appear on the itemized receipt). If an itemized receipt or proof of payment is not available, the payee must sign a memo explaining why such is not available and the document creator should include it with the voucher paperwork. This should be mentioned in the document notes.
  • Reimbursements must be processed within 60 days of the official occasion.
  • ProCards cannot be used at restaurants.

ProCard Form

ProCard Form (fillable PDF form)

Events

Invited Guest Speaker/Conference Form (fillable PDF)

Please notify the department well in advance of guest lecturer travel so staff will be able to process the appropriate paperwork in order to arrange airfare, hotel, pay travel expenses or honorarium. Please use the form available here and forward information regarding contributions from any other departments who will provide funding for the guest lecturer. 

Leave, Fellowships, Grants, Awards

If you are applying for or have received an external fellowship, please see Laura Flack for a leave request. 

Other funding resources:

Funding Requests

Fellowships, grants and awards available to faculty through the University are listed, along with deadlines, in the UT Faculty Fellowships PDF. To request funding from the Chair for invited speakers, travel or other events, submit the Funding Request form (fillable PDF) to Tatiana Calliham. 

Office Supplies

We strongly encourage faculty to go through the front office manager for all office supply needs. The University has a standing contract with Office Max and is unable to reimburse purchases made with other vendors. Please use the online Office Max catalog for product numbers when making requests so we can be sure to get exactly what you need.

Computers, monitors, and printers must be purchased through the Department. All purchases must be cleared before purchase. Computers purchased on UT funds are UT property and must be tagged for inventory by Inventory staff, even if purchased with research grant funds.

Faculty with ProCards can find a list of disallowed purchases and vendors in the ProCard Policies and Guidelines. Limited computer and computer-related purchases may be possible with a ProCard, but these must be cleared prior to purchase to ensure University policy compliance.

Textbooks

You can submit your required and suggested textbooks through the University Co-op website. Judy Hogan can also order your books for you, but only upon request.

Desk Copies

Your Teaching Assistants will need desk copies of text required for classes to which they are assigned; you may also need to replace outdated editions of textbooks. Please contact Judy Hogan as soon as you have placed your order with the Co-op and forward her the confirmation order so the office has complete information. Desk Copies will not be ordered without request and forwarded Co-op confirmations. We will contact publishers for desk copies on you behalf.

Faculty Computer Support

The Liberal Arts desktop support team provides computer support for all faculty and staff in the College of Liberal Arts for your UT owned equipment. Contact Liberal Arts Instructional Technology Support (LAITS) by email help@la.utexas.edu or by phone at 512-471-5000, Monday-Friday, 7 am-7 pm. Our department's LAITS contact is Jack Senakarn, but any LAITS member can assist you.

Liberal Arts Classroom Support

Business Cards

Business cards are available via UT Document Solutions. Please contact Tatiana Calliham to place business card orders.

Liberal Arts Faculty Resources

The Liberal Arts Faculty Resource page highlights the resources available through the college. The Liberal Arts website has a wealth of useful, up to date information on a range of human resources and training topics, including promotion and tenure, faculty annual reports, and research. Commonly used forms are also available for your convenience.

Working with Teaching Assistants

History Department Forms

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Department of History in The College of Liberal Arts at UT Austin
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