The UT Foundation can pay a disbursement order in one of three ways:
All Disbursement Orders (DO’s) and expense reports must contain the following information:
| Payee: | To whom the check is being made payable. |
| Amount: | The amount of each separate expense should be detailed. |
| Date: | Dates on which expenses were incurred. Expense reports for expenses incurred on a business trip should include the date the employee left and returned for the trip and the number of days spent on official business. |
| Place: | Name of city or other destination, place where expense took place. |
| Description: | Further description of the expense as necessary (including type of entertainment if it is not otherwise apparent). |
| Business Purpose: |
Business reason for expense, including business benefit gained or expected to be gained. Where appropriate, should include nature of business discussion or activity.
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| Business Relationship: |
Occupations or other information (such as names and job titles of persons entertained) that show the business relationship to the employee.
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| Receipts: | Original receipts must be attached for all expenses. Original receipts are required to ensure that an expense has not been reimbursed by another entity. Any expenses for which receipts are not provided must include an explanation as to why the receipt is not available. Under no circumstances shall an expense in excess of $75 be reimbursed without an original receipt. WE DO NOT ACCEPT CREDIT CARD STATEMENTS IN PLACE OF RECEIPTS. Photocopies of receipts shall be accepted only when the original receipts have been submitted to another entity—such as UT—for partial reimbursement. Under such circumstances, a copy of the expense report submitted to that entity must be included. The Foundation will only reimburse the portion of expenses not reimbursed by other entities. |
Per Diem Rates
The UT Foundation will no longer reimburse per diems. Actual reasonable costs related to business travel are reimbursed from original receipts.
Approvals
All disbursement orders, check requests and transfers must be approved by two fund administrators for the fund. These two authorized signers are generally one of the following:
Fund administrators/authorized signers should be listed on all account sheets when new funds are established. Any changes in this authority must be made, in writing, by one of the fund’s two previous authorized signers, and must include the new signer’s name, title, mailstop, and email address.
If you have any question about administrators for a specific fund, please check with the Foundation to see who the authorized signers on file are.
Disbursement Schedule
The Foundation disbursement cycle operates in the following manner: