Skip to main content

Friday Seminars

The paperwork that needs to be completed by each guest speaker in order to process any reimbursements that they may incur during their stay. Guests must complete and fax the paperwork to our Vendor ID office at 713-743-0521 as soon as possible. Guests must also submit all receipts associated with reimbursement claims to Hannah Walker (scanned copies are fine) no later than 45 days following their travel. Please note the following guidelines regarding allowable reimbursements for all University of Houston guests:

Related Documents
Overnight Guests
  • Hotels & Flights
    • This should be handled by Hannah directly using the department T-Card*
  • Parking, Taxis, Mileage
    • Receipts must be itemized
    • Tips cannot exceed 20%
  • Meals
    • Receipts must be itemized
    • Tips cannot exceed 20%

Single Day Guests**
  • Parking, Taxis, Mileage
    • Receipts must be itemized
    • Tips cannot exceed 20%

*For any overnight guests that will be attending non-University of Houston events or who have additional non-University of Houston commitments during their stay, the department T-Card cannot be used to purchase their flight or hotel stay. The guest must pay for these items and then receive a reimbursement.

** Single day guests will not be reimbursed for any meals, snacks, or beverages that they purchase for themselves.

We ask that you please share this information with any speakers that you will be hosting this semester. Also, for those hosting overnight guests, please let me know their intended travel dates and whether they will be flying or driving at least 3 weeks before their scheduled speaking date to allow for the appropriate travel requests to be completed and processed. Additionally, if your guest speaker is a non-US resident, please let me know immediately so I can send you the appropriate forms.

Additionally, please see the rules regarding meal reimbursements for business meals. Failure to adhere to these rules may result in expenses not being reimbursed. Pizza lunches are only held for external guest speakers, and any additional lunch expenses will not be reimbursed if pizza is served.  Pizza will be served in room 223 from 12:00p – 1:00p, and is intended to feed approximately 20 individuals, including the speaker.

<< Back to Resources