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Employee Reimbursement Team... Tips & Updates

Original receipts are required for all reimbursable expenses with the exception of per diem foods and taxi fares. Hotel and rental car receipts must be itemized.

Allowances By Fund Source
Fund Source
Fund Code
Audit Allowances
Agency 13000-15999 Unrestricted $50/$250
General Auxiliary 16000-17999 Unrestricted $50/$250
MSRDP - Designated 30000-34999 Unrestricted $50/$250
Service Dept. 35000-35999 Restricted
Other Designated 36000-36999 Unrestricted $50/$250
DSRDP-Designated 37000-37999 Unrestricted $50/$250
State 40000-42999 Restricted
Federal 50000-51999 Restricted - PAFT
State Agency 52000-53999 Restricted - PAFT
Exception: Fund 53025 –project 000282; 53025-0002283; 53025-0002284
Other Local Agency 54000-54999 Restricted - PAFT
Private 56000-56999 Unrestricted $50/$250 - PAFT
Exception-Fund: 57004-any project; 57015 – any project
Private Clinical Trials 57000-57001 Unrestricted-PAF
Private Contracts 57002-57999 Restricted-PAF
Private Res. Gifts 58000 Unrestricted $50/$250 - PAFT
Private Unres. Gifts 58001-58999 Unrestricted $50/$250 – PAFT
Endowments 9000-59999 Unrestricted $50/$250 – PAFT

Food Breakdown
  $25 $26 $30 $31 $34 $35 $36 $38 $39 $42 $43 $46 $47 $49 $50
20% Breakfast 5.00 5.20 6.00 6.20 6.80 7.00 7.20 7.60 7.80 8.40 8.60 9.20 9.40 9.80 10.00
32% Lunch 8.00 8.32 9.60 9.92 10.88 11.20 11.52 12.16 12.48 13.44 13.76 14.72 15.04 15.68 15.00
48% Dinner 12.00 12.48 14.40 14.88 16.32 16.80

17.28

18.24 18.72 20.16 20.64 22.08 22.56 23.52 25.00

Must leave before 7:00 am to get breakfast.
Must return after 7:00 pm to get dinner.
Official functions not allowed on state or federal funds.

Mileage is .505 per mile.

Local mileage that is non-routine can be processed on petty cash and does not include Woodlands and Galveston.  Account code is 67250.  Routine mileage must be logged and should be handled through Blanket Travel reimbursements.

20 MILES ROUNDTRIP TO HOBBY $10.10 FROM Headquarters
48 MILES ROUNDTRIP TO INTERCONTINENTAL AIRPORT $24.24 FROM Headquarters
Taxi to Hobby without receipt $30.00
Taxi to Intercontinental with or without receipt $55.00

STATE TAX is not reimbursable on in-state travel when reimbursement is from STATE OR FEDERAL FUNDS. STATE TAX IS 8.5%. All reimbursement for occupancy tax is based only on the percentage of the reimbursed room rate. If the room rate is split between two account numbers, the tax should be split. To calculate the percentage of hotel tax, you need to divide the total tax by the hotel room charge.

FOREIGN TRAVEL IS NOT ALLOWED ON STATE FUNDS, AND THE DEAN’S APPROVAL IS REQUIRED ON ALL FOREIGN TRAVEL.  

Funds 40000-54999 require use of State Contracts for airfare, hotel and rental car.

 

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Last updated February 7, 2007