Reimbursements are made to employees or students for approved purchases made on


behalf of the University. Payments are also made to vendors for products and services

not processed via a purchase order. Both reimbursements and payments are generated on

a Direct Payment Voucher form.

1. Payments for the following goods and services are authorized to be paid with

University funds; but should not be processed with a purchase order. They

should be processed in accordance with these procedures.

  a. Registration fees for conferences, seminars and workshops. (These can be

paid for using the University procurement card or through the Payment

Voucher form.)

  b. Umpire/Officials fees for referring sporting events.

  c. Memberships (These can be paid for using the University procurement

card or through the Payment Voucher form.)

  d. Overnight hotel lodging (paid on behalf of official University guest).

  e. Fees for performers and entertainers.

  f. Business meal reimbursements.

  g. Fees for Guest Lecturers.

  h. Subscriptions and Periodicals (unless a Purchase Order is required – may

also be purchased using the University procurement card).

  i. Filing fees for work to be performed on buildings (i.e. Texas Department

of Health).

  j. Professional registration/license fees (excluding software licenses).

  k. Postmaster-Permit, bulk rate fees and meter charges.

  l. Insurance premiums.

  m. Bus charters (unless a Purchase Order number is required by the


  n. Publications and audio-video material (prepared materials only).

  o. Employee incentives.

  p. Miscellaneous fees and assessments, i.e. accreditation, royalty, copyright

and appraisals.

2. Requirements on Reimbursements – All reimbursements must be supported

by the following:

  a. Original receipt showing date goods or services were received; description

and cost of goods or services purchased along with any tax or tip. Sales

tax will not be reimbursed for any purchases of tangible goods. A Texas

Sales and Use Tax Exemption Certificate must be presented to the vendor

at point of sale.

  b. A list of all participants is required for all meal and entertainment

reimbursements. The receipt must be signed by the individual receiving

reimbursement or by a department official when purchase is made directly

from a vendor.

  c. An individual receiving reimbursement or payment may not approve

his/her own payment voucher form. Individuals receiving reimbursement

or payment must forward the payment voucher form to their supervisor for


  d. Tips are normally reimbursable up to 15% of total purchase, however,

actual will be reimbursed, if reasonable, and supported by appropriate


3. Requirements on payments to vendors – The following information must be


  a. Invoice showing name of company, address for remittance, description

and cost of goods or services, shipping charges (actual or estimated) and

amount due. Shipping and receiving documentation must be submitted

reflecting acceptance by the University of the goods or service.