UH-Victoria

Office of the Vice President for
Administration and Finance

SECTION:  FISCAL B-9

SUBJECT:  REIMBURSEMENT OF TRAVEL, ENTERTAINMENT, AND OTHER EXPENSES

 

POLICY

All requests for employee reimbursement of travel, entertainment, or other business related expenses are subject to the independent review and final voucher approval by an administrative superior. This policy supplements University of Houston System Administrative 03.A.02, Entertainment Expenditures and 03.A.03, Business Expenses and applies to all funds, except where prohibited by law.

 

PROCEDURE

The Office of Administration and Finance is responsible for the dissemination of guidelines and procedures to be followed to all divisions of the University.  See the General Office Procedures Guide (GOP), Section 6.3 "Travel Reimbursements."

APPROVAL AUTHORITY

Travel, entertainment, and other business-related employee reimbursable expenses will be approved as shown below:

If reimbursement is submitted by:

Then the voucher must be approved by:

President

Chancellor or designee (Entertainment, travel, and other business-related employee reimbursable expenses

Vice Presidents and other direct reports

President

Deans
Director, Libraries
Director, International Programs & Special Projects
Director, Student and Academic Services
and other direct reports

Provost and VP of Academic Affairs

Director, Information Technology
Director,  Business Services
Budget Director
Comptroller
Director, Financial Aid
Director, Facilities Services

Director, Marketing
and other direct reports

Vice President for Administration and Finance

All other employees

As appropriate, Administrator, Director, Deans or Supervisor with signature authority. Note: Note: Entertainment reimbursements, in every case, must be approved by the official in higher authority than the highest-ranking person of the sponsoring group who is in attendance at the event.

GENERAL GUIDELINES

ENTERTAINMENT

Use of university funds for entertainment shall be restricted to occasions that can be demonstrated to be of clear benefit to the university and shall be limited to those whose attendance is deemed necessary to that benefit.

In every case, the entertainment reimbursement must be approved by the official in higher authority than the highest ranking person of the sponsoring group who is in attendance at the event.

If a small group is being entertained (ten or fewer), the names of all persons attending will be shown on the voucher.  For large groups, only name or names of the honored guests should be shown along with the number of persons attending.

A statement must be included indicating how the entertainment benefited the University of Houston-Victoria and clarifying the relationship of the persons in attendance to the particular aspects of the University's programs or activities which will be benefited.  (Titles, committee name, field of interest of person being entertained, reason for visitor being on campus, etc.)

Receipts for entertainment expenses are required for reimbursement to faculty or staff members.  If payment is to be made to a vendor, the original invoice is required.

Reimbursement will not be made for entertainment travel or other business expenditures unless the documentation is complete.  Reimbursements that cannot be properly documented or justified will not be paid, and the individual must bear the cost of the expense.

No entertainment expenses can be charged to contracts or grants with the University unless such entertainment is specifically authorized by the terms of the contract or grant.

COMMON ENTERTAINMENT CATEGORIES

Prospective faculty and staff:  It is the policy of the University to invite prospective faculty and staff, and on occasion both candidate and spouse, to visit the University.  Travel and other reasonable expenses for such activities will be reimbursed.

Official guests of the University:  The University is not normally expected to reimburse official guests for travel and related expenses, except when guests travel to the University on specific invitation.  However, it is recognized that entertainment of guests is essential.  Examples of official guests would include:  visitors from other universities, individuals interested in University programs or issues, guests invited to assist in the development of new programs (both paid and non-paid consultants), and business and community leaders from Victoria, the Gulf Coast region, and the State at large.  The relationship between the visitor and the University faculty and staff attending the function for their areas of responsibility must be clearly stated on the voucher.

Receptions: Receptions held by the President and other designated campus senior officers shall be paid as entertainment. 

TRAVEL

The University has been delegated authority by the Chancellor for approval of travel vouchers for employees of the University.  The Office of Administration and Finance is responsible for the dissemination of guidelines and procedures to be followed by all divisions of the University.

All travel must be for official University business.  A travel request must be approved by the traveler's Supervisor and Cost Center Authority.  The Chancellor, or designee, must approve travel requests for the President.

When an employee's travel is funded by a grant or contract with guidelines more restrictive than the State or University travel guidelines, the grant guidelines take precedence.

All travel and reimbursements from State appropriated funds must be in compliance with the rules and regulations set out in State law.  Complete campus guidelines may be found in the University of Houston-Victoria Administrative Policies and Procedures, Travel Section, Index F

OTHER BUSINESS EXPENSES

Other business expenses can include employee reimbursement for the purchase of goods or services necessary for ongoing operations.  For example, this can include miscellaneous office supplies, small tools, copy services, etc.  Reimbursement can only be made from local funds; state accounts cannot be used.  Grant funds may be used if the grant provides for that type of purchase.  Receipts are required for reimbursement and the voucher must include the purpose or intended use of each purchase.  Purchasing guidelines must be followed regardless of whether an employee requests reimbursement or the university makes payment directly to the vendor providing the goods or services.  Note:  Reimbursements for beverages or foods for internal business meetings are considered entertainment reimbursements and are subject to entertainment guidelines.

PAYMENT METHOD

Payments to employees for reimbursement of travel, entertainment and other expenses incurred on behalf of the University from local funds may be mailed to the employee's address on record with Accounts Payable or the employee may choose direct deposit.  An employee who is paid from a state account through the State of Texas Comptroller's Office also has the option to choose reimbursements by direct deposit.

Approved by:

Signature Obtained            03/02/2009
Tim Hudson, Ph.D.            Date 
President

Next review date: October 2011
Origination: Finance Department

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