2-75 Allowable Expenditures Does Not Apply to State Accounts

Revision Date: 07/20/2009

Origination Date: 1/31/2002

Type of Expense Eligible Employees Required Approval Dollar Limit Pay Method Receipt Required Refer to
Airfare All Employees Authorized Signers Actual Expense Direct with Approved Agency No 2-81 & 2-89
First Class or Business Class Airfare NOT Allowed 2-70
Foreign Travel All Employees Authorized Signers Actual Expense Direct with Approved Agency and Reimbursement Yes, if over daily limits 2-86 & 2-89
Travel to Washington, DC and/or Meetings with Federal Officials on Legislative or Appropriations Issues Employees traveling to Washington, DC, or Employees conferring on Legislative issues with U.S. Government Staff or Officials Authorized Signers and/or Registration with Office of State Federal Relations Actual Expense Direct with Approved Agency and Reimbursement Yes, if over daily limits 2-85 & 2-89
Faculty and Staff Recruitment Account Administrator Prior Approval of Dean, VP Actual Expense for Prospective Employee and Spouse Direct with Approved Agency and Reimbursement Yes, if over daily limits 2-87 & 2-89
Local Mileage All Employees Authorized Signers $ 0.55 a mile or current Federal Rate Reimbursement No, Log Required 2-88 & 2-89
Rental Cars All Employees Authorized Signers Actual Expense Reimbursement Yes 2-81& 2-89
Gasoline All Employees in Travel Status with Rental Car or using University Vehicle Authorized Signers Actual Expense Reimbursement Yes 2-89
Toll Charges All Employees Authorized Signers Actual Expense Reimbursement Yes, if over daily limits or on local mileage 2-88 & 2-89
Taxi All Employees in Travel Status Authorized Signers Actual Expense Reimbursement Yes, if over daily limits 2-86 & 2-89
Conference Registration Dues All Employees Authorized Signers Actual Expense Direct and/or Reimbursement Yes 2-92
Cancellation Charges All Employees Authorized Signers Actual Expense Direct and/or Reimbursement Yes, Valid Business Reason 2-92
Reimbursable Travel Time Frames All Employees Authorized Signers Actual Expense arriving 24 hours prior to and/or returning 24 hours after meeting or conference Reimbursement Yes, must Demonstrate Cost Effectiveness 2-80
Meals in Travel Status or Entertainment All Employees Authorized Signers Actual Expense, in the contiguous United States not to exceed $50 per person per meal, all inclusive. Sales tax and a maximum tip of 20% can be added to the $50. Reimbursement, however meals will not be reimbursed when only UT Arlington employees are in attendance, when in the Metroplex. Meals on campus are excluded and will be reimbursed. Yes, if over daily limits 2-86
Sales Tax on Meals All Employees Authorized Signers Actual Expense Reimbursement Yes, if over daily limits 2-86
Gratuities on Meals All Employees Authorized Signers Actual Expense not to exceed 20% of Meal Reimbursement Yes, if over daily limits 2-86
Alcohol (on Travel Accounts or Grant Accounts) NOT Allowed 2-90
Alcohol (On Maintenance & Operations Accounts not in 26-xxxx-xxxx series) All Employees Authorized Signers Actual Expense except may not be purchased with funds generated from student tuition, fees, or state appropriations Reimbursement Yes, if over daily limits 2-90
Club Dues President President's Designee Actual Expense Direct Yes 4-26
Charitable Donations NOT Allowed 4-26
Receptions, Banquet, Office Parties All Employees Department Head Actual Expense Direct or Reimbursement Yes 4-26
Business Meetings, Meals, Entertainment (Non Travel) All Employees Authorized Signers Actual Expense, in the contiguous United States not to exceed $50 per person per meal, all inclusive. Sales tax and a maximum tip of 20% can be added to the $50. Reimbursement, however meals will not be reimbursed when only UT Arlington employees are in attendance, when in the Metroplex. Meals on campus are excluded and will be reimbursed. Yes, Official Occasion Form Required 4-26
Flowers All Employees Authorized Signers Actual Expense Direct or Reimbursement Yes 4-26
Gifts All Employees Authorized Signers Actual Expense not to exceed $100 Direct or Reimbursement Yes 4-26
Gift Certificates NOT Allowed 4-26
Professional Dues All Employees Authorized Signers Actual Expense Direct or Reimbursement Yes, must Relate to Job Duties 2-92 & 4-26
Tours, Golf Tickets, Sporting Events, Movies, Laundry NOT Allowed 4-26
Employee Tuition NOT Allowed 4-26
Employee Application Fees NOT Allowed 4-26
Student Tuition, Application Fees, or Other Expenses NOT Allowed 4-26
UTA Parking Decals NOT Allowed 4-26

Note: This list is not meant to be all inclusive. For clarifications on items not listed above, please call Accounting and Business Services at 2-2194. Travel related expenditures, contact the Travel Desk at 2-2918. All other expenditures, contact Accounts Payable at 2-2150 or 2-3404.