Reimbursements

Direct Deposit for Reimbursements

Workday payroll direct deposit is separate from reimbursement direct deposit. To set up direct deposit for non-payroll reimbursements please follow these steps:

  1. Log in to UT Direct
  2. At the top right, click the search icon and type in "EFT"
  3. Click the link “My Bank Information – Non-Payroll”
  4. This may take you to a "Two-factor authorization required" page. Choose the method you would like a code sent to you. If you have it texted to you it will send multiple codes, just choose the first set of numbers and put them in the "enter passcode" section.
  5. Once you have been authorized you will need to add your bank information and email address and click “I Authorize”.
  6. After you are all set, you will get an email notification that your bank direct deposit information has been updated. This allows you to be reimbursed by UT and doesn't affect any other payroll aspects. 

Deadline for Submitting Receipts

Due to Internal Revenue Service (IRS) regulations and Safe Harbor rules, employees who request reimbursement of expenses that were incurred more than 60 days ago are required to submit with their request for reimbursement a written statement explaining the reasons for the delay. Late reimbursement requests will also require additional levels of approval and may be disallowed entirely or reported as taxable income to the payee.


Travel Reimbursements

For travel reimbursement information and procedures, please see MBS Travel Resources.

Entertainment Reimbursements

Prior Approval Required

Entertainment expenses and events require prior approval to be reimbursed via a completed Official Occasion Expense Form (OOEF) Powerform. For events estimated to cost under $3k, Lauren Coats (les3523@eid.utexas.edu) needs to be entered as the Funding Approver.  For events estimated to cost equal to or over $3k, Amanda Urquidez (ayu55@eid.utexas.edu) needs to be entered as the Funding Approver. To view a full list of requirements for events that require CNS Business Services approval, please click here.

For assistance with an OOEF, please reach out or submit a completed PDF version to MBS Payments to initiate the Powerform. 

Submit an Online Entertainment Reimbursement

MBS requires entertainment reimbursements to be submitted electronically through the Request Forms home page. Once you have logged in with your EID and password, select "Entertainment Payment Request" under Expense Requests. Follow all instructions, including uploading PDFs of an approved OOEF and receipts. When complete, assign the request to Molecular Biosciences Payments (00201).  Please note, the University allows for no more than 20% gratuity of the subtotal.  Itemized receipts are required for meal reimbursements, per UT policy.

For entertainment reimbursement questions or concerns, please contact MBS Payments.

Other Reimbursements

Submit an Online Payment Request

MBS requires non-travel and non-entertainment reimbursements to be submitted electronically through the Request Forms home page.  Once you have logged in with your EID and password, select "Payment Request" under Expense Requests.  Follow all instructions, including uploading PDFs of receipts/invoices. When complete, assign the request to Molecular Biosciences Payments (00201). Please note some expenses are not allowed to be reimbursed and should be purchased using a purchase order or a procurement card (Procard), see Other Reimbursements for more information.

For payment request questions or concerns, please contact MBS Payments.


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