The University of Texas at Arlington

Registration Fees

Registration fees are reimbursable for attending official business conferences, seminars and other meetings. Receipts are to be obtained and attached to the travel voucher (VP5). The full name of the meeting should be typed on the voucher (please do not use abbreviations). The travel voucher must provide the date of the meeting, the sponsor, where it was held, and what benefits will inure to the university. The receipt shall include a photocopy of the agenda or program identifying all activities included in the registration fee. Entertainment, excursions or other personal expense items are not reimbursable. There must be a direct relationship between the duties performed by the employee and the type of conference attended.

Cancellation Charges

Cancellation charges for "no shows" due to personal reasons are not reimbursable. When claiming reimbursement for cancellation charges for valid business reasons, receipts or invoices are required to document each cancellation charge submitted for reimbursement. Cancellation charges for airfare paid by the traveler will only be reimbursed if approved by the Vice President for Business Affairs and Controller.

Dues and Membership Fees

Dues or membership fees that are included in a registration fee can be reimbursed on a VP5. If not included in a registration fee, dues or membership fees are reimbursed on a VP2.

Incidental Expenses

Certain incidental expenses incurred while in travel status may be reimbursed without receipts, subject to daily limits in, Fiscal Procedure 2-86, Meals, Incidental Expenses and Lodging. Other allowable incidental expenses that might be necessary to conduct official state business while in travel status will be reimbursed with a receipt. The following list of examples of other incidental expenses is partial only:

• Phone calls for official business, local and long distance: traveler must state that calls were for official business
• Money orders used for official business
• Gasoline for rental or state-owned vehicles
• Emergency purchases of postage
• Repair parts and labor plus towing charges to repair state vehicles
• Copies made by the employee
• Freight charges to ship state equipment or materials
• Visas for foreign travel and airport boarding passes or departure taxes in foreign countries
• Notary fees
• Cancellation charges, if incurred for a valid business reason.
• Charges to exchange foreign currency
• Inoculations
• Passport

Non Allowable Incidental Expenses

• Gasoline and repair costs for privately-owned vehicles
• Excess baggage charge for personal belongings
• Any other personal expense items such as, cleaning or laundry, alcoholic beverages, tours, sporting events, kennel or boarding changes for a pet, babysitting or daycare charges for children.
• Any expense not related to official state business

Texas State Sales Tax

Texas state sales tax is not reimbursable. While on official State business, in the State of Texas, exemption from paying Texas state sales tax can only be obtained by presenting a Texas Sales and Use Tax Exemption Certification form (Exhibit 2-94).