Contact

Department of MBS

Phone: (512) 471-5105
Fax: (512) 471-1218
 

NHB 2.606, Stop A5000
100 East 24th St.
Austin TX 78712

Travel Reimbursements

Prior Approval Required

You will need an approved RTA (Request for Travel Authorization) on file before you can be reimbursed for your travel.  Please see the travel resources link on the left for RTA instructions, or click here to create an RTA online.

Submit an Online Travel Reimbursement

MBS requires travelers to file for reimbursements electronically through your Request Home.  Once you have logged in with your EID and password, select "Travel Reimbursement Request" under the Expense Requests column.  Follow all instructions, including uploading PDFs of your receipts/invoices, and when you're done submit your request to the following group: Molecular Biosciences Payments (00201).  You will receive an automated email once your reimbursement has been completed.

Reimbursements will be made by direct deposit unless you request a check to be mailed to your home address.  Please note, persons can only be reimbursed for his or her own expenditures.

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

Reimbursable expenses

Expenses that can be reimbursed include, but are not limited to:

  • Airfare - original receipt clearly showing that payment was made.  If you used an online reservation tool other than Concur or Anthony Travel to book your airfare, be sure to certify that you complied with university rules by signing and attaching the following statment to your invoice when you submit for reimbursement: "Online selection is best value as consistent with institutional priorities."  Your reimbursement request may be denied without this statement.
  • Lodging - original hotel bills are required showing itemized room rate and taxes, and showing a zero balance.  If two or more UT employees shared a hotel room, the cost of the lodging and subsequent reimbursement will be divided equally between them per university policy.
  • Hotel occupancy taxes - reimbursed via the hotel bill.  Please note, UT is both state hotel occupancy tax exempt as well as Texas sales tax exempt.  If you're traveling within Texas and these taxes are listed on your hotel bill, it will not be reimbursed.
  • Meals - at current per diem.  Itemized receipts for meal reimbursements are required.  If you do not have an itemized receipt, you may not be unable to have your meal reimbursed.  Please be advised that the University allows for no more than 20% gratuity.
  • Gasoline for personal car - if not claiming mileage reimbursement.  To reimburse mileage, you need to submit a printout of your round trip from MapQuest.
  • University business telephone calls and internet service - reimbursed via the hotel bill.
  • Registration fees
  • Parking fees
  • Cab/Bus/Train fares

CPRIT Accounts and Travel

Using a CPRIT account to pay for travel, including hotel charges, meals, or airfare, requires a second account to be listed on your RTA, which will cover any charges that go over CPRIT's allowed maximums.  For meal reimbursements, itemized receipts are required.  If you do not have itemized receipts, you will not be able to reimburse meals with CPRIT funds.

To view CPRIT's per diem rates, please see the GSA website.

Entertainment Reimbursements

Prior Approval Required

Entertainment expenses and events require prior approval to be reimbursed via a completed Official Occasion Expense Form (OOEF), which needs to be filled out by the individual filing for reimbursement and/or hosting the event.  For events estimated to cost over $3k, you will need approval from the CNS Business Services Office.  To view a full list of requirements for events that require CNS Business Services approval, please click here.

Submit an Online Entertainment Reimbursement

MBS requires entertainment reimbursements to be submitted electronically through your Request Home.  Once you have logged in with your EID and password, select "Entertainment Payment Request" under the Expense Requests column.  Follow all instructions, including uploading PDFs of your approved OOEF and receipts, and when you're done submit your request to the following group: Molecular Biosciences Payments (00201).  Please note, the University also allows for no more than 20% gratuity of the subtotal.  Also, you must inlcude itemized receipts for meal reimbursements, per UT policy.

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

Payment Requests

Submit an Online payment request

MBS requires non-travel and non-entertainment reimbursements to be submitted electronically through your Request Home.  Once you have logged in with your EID and password, select "Payment Request" under the Expense Requests column.  Follow all instructions, including uploading PDFs of your receipts/invoices, and when you're ready submit your request to the following group: Molecular Biosciences Payments (00201).

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