Step 1: Becoming “official” in UT Austin’s financial system

Please do this step ASAP (before travel). The first step is to become official in UT’s financial system. In order to do this, please

• Upload two documents to our secure portal:

  • Payee Information Form (PIF) - signature must be “wet”, not digital, per UT policy

  • A picture or copy of your driver’s license or passport

• Send Becky your date of birth (this is needed only if UT is booking travel for you)

**Note: if you have already done this for a different event you don’t have to do it again.

Step 2: Collecting Receipts

As you purchase and pay for travel-related expenses, please be sure you keep your receipts and that they contain the following:

• An itemized list of what was purchased

• A line showing the amount was paid and how it was paid. Usually this is the last 4 digits of your credit card and the amount that was charged.

**Please note: these don’t have to be on the same receipt. Often the itemized will be on the original receipt and then you’ll get a second receipt that is the credit card print out.

Receipts can be screenshots, e-mails, pictures of paper receipts, or another format. The important piece is that it contains the items and that it was paid by you.

If at all possible, please only pay for yourself - things get a little complicated if you pay for others, even if it’s just grabbing coffee for you and a couple coworkers. It’s not impossible, just more complicated.

Step 3: Submitting Receipts

As soon as travel is complete, please send all receipts to Becky Kester (kester@austin.utexas.edu). It is up to you whether you collect all receipts and then send them to Becky, or if you’d like to send them to Becky as you go. Receipts can be screenshots, e-mails, pictures of paper receipts, or another format. If you have any questions about it, feel free to ask Becky.

It is very helpful if you name the file of each receipt for what it is. For example: airport to hotel, hotel to airport, dinner 3/28, etc. If there is any alcohol on your receipt, please make a note to Becky.

Step 4: Being Reimbursed

Once all receipts are received, Becky will work on getting you reimbursed as soon as possible. Typically this will take 1 week to process and then 1-2 for UT to mail the check. If you need to be reimbursed more quickly, please let Becky know and she will try to expedite the process. If you don’t receive your check within 4 weeks of travel please let Becky know.