The University of Texas at Arlington

Meals and Incidental Expenses

Receipts for meals and incidental expenses are not required if below daily limits specified in Fiscal Procedure 2-86, Meals, Incidental Expenses and Lodging. The daily limits are not a flat rate per diem. Reimbursements below daily limits may be claimed only for actual cost of meals and incidental expenses.

Loss of Receipts

If an original receipt is not available, prepare a memo explaining the lack of the original. This memo must be approved by the same individual who will approve the Travel Voucher (VP5). Notes on the electronic travel voucher, or an email message, will be accepted in lieu of a memo.

Receipt Content

Receipts should be in the name of the traveler and be for the dates claimed on the Travel Voucher. Always attach an explanation if there are differences.

Lodging

Hotel receipts should be detailed showing the number of days with dates, room charge per day, taxes charged per day. A Texas Hotel Occupancy Tax Exemption Certificate (Exhibit 2-95) should be presented at time of check in, every time you travel within the State of Texas, for exemption from Texas State Sales Tax on your lodging invoice. Texas Sales Tax will not be reimbursed if you pay it.

Alcohol

Alcohol cannot be purchased with funds generated from student tuition, fees, or state appropriations.

Alcohol is not a reimbursable item when charging against grant accounts (26-xxxx-xxxx).

Alcohol is not a reimbursable item when charging against travel accounts (xx-xxxx-xx7x).

Reimbursement claims should be processed on separate vouchers utilizing non-travel accounts.

Sales Tax and Tips on Meals

Sales tax and tips on meals will be reimbursed subject to limits specified in Fiscal Procedure 2-86, Meals, Incidental Expenses and Lodging.

Personal Time

If personal time is included on the Travel Voucher (VP5), all expenses must be pro-rated and expenses deducted for personal time.

Phone Calls, Fax Expense, Office Supplies, or Other

If reimbursing phone calls, fax expense, office supplies or other expenses while in travel status, indicate on the voucher which ones are for business and which are personal. If not indicated that individual items are for official University business, items are not reimbursable. Credit card receipts must have accompanying original itemized receipts attached. To be eligible for exemption from paying Texas State Sales Tax on purchases of items for official University business, present a Texas Sales and Use Tax Exemption Certification form (Exhibit 2-94). Texas State Sales Tax will not be reimbursed.