All reimbursements must be submitted within 30 days of expense/purchase.
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:
- Log in to UT Direct
- At the top right, click the search icon and type in "EFT"
- Click the link “My Bank Information – Non-Payroll”
- 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.
- Once you have been authorized you will need to add your bank information and email address and click “I Authorize”.
- 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.
Travel Reimbursements
For travel reimbursement information and procedures, please see IB's Travel Resources section.
Entertainment Reimbursements
PRIOR APPROVAL REQUIRED
Entertainment expenses and events require prior approval to be reimbursed via a completed Official Occasion Expense Form (OOEF) Powerform. Choose the correct form to submit as follows: For events estimated to cost under $3k; for events estimated to cost equal to or over $3k, Theresa Kelly (tbarnes@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 IB Payments to initiate the Powerform.
SUBMIT AN ONLINE ENTERTAINMENT REIMBURSEMENT
Integrative Biology 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 IB_Processors (00204). 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 IB Payments.
Other Reimbursements
SUBMIT AN ONLINE PAYMENT REQUEST
Integrative Biology 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 IB_Processors (00204). 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 IB Payments.
Frequently Asked Questions
What items can I be reimbursed for?
List of Allowable/Disallowed Expenses
How long do I have to submit receipts for reimbursement?
Receipts must be submitted within 60 days of your expense/purchase date.
Are personal items reimbursable?
Per IRS guidelines personal items are not an allowable reimbursement.
If I book housing in advance for my future travel, when can I be reimbursed for that expense?
Housing expenses cannot be reimbursed until after the travel has occured in its entirety.
Last updated: 6/1/2022
