Contacts

All reimbursements, visitor handling, and travel is handled by the Accounts Payable/Financial Processing Group in the Department of Mathematics.  They can be reached via email at ap@math.uh.edu, via mail at AP/Financial Processing Group / Department of Mathematics / University of Houston / Houston, TX  77204-3008, via interoffice mail at Math 3008, via mailbox at 651 PGH, or in person at 345 PGH.

Forms

Forms specified in this policy may be found in hard copy form on the wall in the 641 PGH office hallway and online:

• Visitor/Speaker Request Form

• Visitor Reimbursement Request

• Receipted Expense Reimbursement Form

• Travel Request Form

• Export Control and Travel Embargo Form

• Travel Reimbursement Request Form

• Trip Report

• Request to take UH Computers or Software out of the United States

• Vendor Setup Form

• Direct Deposit Authorization Form

• Request for Approval for Refreshments/Meals involving UH Employees Only

• Honorarium Authorization Form

• Speaker Agreement Form

• Sample Letter of Invitation for Visitor

• Nonresident Alien Information Form (for NRA visitors)

Guidelines for all Reimbursements

Please note that although you may purchase items for your job at the University, not all items may be reimbursed by the university.  Whether your expense may be paid by University funds will determined by its appropriateness (reasonable, allocable, and allowable), the timeliness of your request, and whether funds are available to pay for the expense.  This will be determined by your supervisor, the Chair, the DBA, and the policies that govern the University's spending.   A first step is to discuss the expense with your supervisor. 

Transaction Limit:  regardless of the urgency and necessity for the item, only transactions below $5,000 will be reimbursed by the Department.  Reimbursements for split transactions are not allowed, nor are partial reimbursements for an item (an item cannot be "shared" by the University, it is wholly owned or not owned at all).  To order or make purchases exceeding the $5,000 cap, email ap@math.uh.edu or submit to the Accounts Payable/Financial Processing box in 651 PGH a quote with "Please Order" written at the top (or in the subject line) along with your name, the intended use of the items (and item names if it is not clear), and the benefit to UH or the cost center paying for the expense.

Payment for services:  Please consult the Accounts Payable/Financial Processing Group at 639 PGH or email them at ap@math.uh.edu to contract services with vendors. You are not authorized to enter into a contract on behalf of the University of Houston.

If you have never before been reimbursed by the University of Houston Main Campus, please fill out the Individual Setup Form above. Please turn this form in with your first reimbursement request.

We also highly recommend the Direct Deposit Authorization Form (above) for finance payment from UH.  Note that this is different from the Payroll Direct Deposit Authorization form completed in PASS.

When your reimbursement is posted, you will be sent your reimbursement request along with an attached note, "Voucher has been processed and paid.  These originals are for your records."

Reimbursements must follow the guidelines set out in the policies and procedures listed above, excerpts of which are included below.  If you have questions regarding the policy or individual expenses, please contact the Math Accounts Payable/Financial Processing Group at ap@math.uh.edu. 

Anyone purchasing controlled or capital equipment should inform the Property Custodian (property@math.uh.edu) at the time the order is made so that arrangements can be made for the efficient tagging of the items upon receipt and before use.  The email should include a one-line description of the purchased controlled/capital item, the quantity, the person requesting the item, and the method of purchase.  Upon receipt of the property, the Custodian should have first access to the equipment (the purchaser should bring the item to the Property Custodian before use). 

Purchase Requests

In general, the Department of Mathematics does not provide purchasing services.  However, when the expense is so great as to warrant a direct pay by UH (as opposed to reimbursement), when the expense is $5,000 or more, or when a vendor requires a purchase order for any reason (including for HUB credit), a request may be made to ap@math.uh.edu.  All computer equipment, software, and peripherals can be purchased through help@math.uh.edu.  In either case, they will need a cost center/speedtype number and a purpose/benefit of the purchase upon the request.  A quote should be attached or at the very least significant information to make the purchasing decision.  To order or make purchases exceeding the $5,000 cap, email ap@math.uh.edu or submit to the Accounts Payable/Financial Processing box in 651 PGH a quote with "Please Order" written at the top (or in the subject line) along with your name, the intended use of the items (and item names if it is not clear), and the benefit to UH or the cost center paying for the expense.

Non-Travel Reimbursements

Upon incurring the expense, submit the receipt along with a Receipted Expense Reimbursement form (above) using the criteria below.

A Reimbursement Request:

• Form must be submitted to the department within 60 days of the date of purchase or the expense cannot be reimbursed.

• Receipt must include an itemization of charges as well as proof of payment.

• Form must be completed entirely or it will be returned to you to complete. 

• Form must be signed by the reimbursee, their supervisor, the Department Chair (or the Dean for reimbursements to the Chair), and all Cost Center Managers for cost centers used to pay for the expense.

• Form must clearly specify the item, its intended use, and the benefit to UH or the cost center paying for the expense.  Purchases using grant funds should have a statement that clearly indicates that the goods or services directly benefit the project.

• Receipt must not include state of Texas sales tax unless it is a business meal eaten off campus.  You can find the Texas State Sales and Use Tax Exemption form at http://www.uh.edu/finance/TaxInformation/PDF_files/tax_exempt.pdf.   The front desk of the Math Department, 651 PGH, can supply you with a small version of the form for you wallet.

• For Membership can only be approved provided the organization is listed on the President's Approved Membership List, found at http://www.uh.edu/finance/Doc_Ref/General_Ref/ProfOrgMemb.htm.

• For Memberships or Subscriptions must specify the dates covered.

• For a Business Meal or Refreshments must list all attendees if there are 10 or less (or specify the number of attendees for more than 10) and must include a discussion topic. In addition, if only UH employees attended, regardless of whether they are students as well, then a Request for Approval for Meals Involving UH Employees Only must be completed and submitted for approval no later than the day after the event or meal.

• For Alcoholic Beverages, regardless of whether the alcohol was purchased in conjunction with an approved business meal or event, must be approved prior to the purchase in writing by the Chairman. In addition to the Chair's pre-approval, one can only be reimbursed if the alcoholic beverages were consumed after hours 8-5 M-F, and only on particular funds.  See the DBA or the Budgets Group to ascertain which funds allow alcoholic beverages.  It must be specified on the reimbursement request form that "alcohol was pre-approved," and the pre-approval document must be attached to the request.  An email from the Chairman or signed memo/note with the details will suffice.  If Alcohol is not approved as requested, your reimbursement will automatically be reduced accordingly and only the meal portion will be reimbursed.  The alcoholic beverages must be identified when you submit your reimbursement request with "ALC" next to each line of alcohol on the itemized receipt.

Travel Reimbursements

All business-related (or UH student or prospective employee-related) travel requires a preapproved Travel Request form, regardless of whether they are being reimbursed by the University of Houston.  These forms must be completed at least two weeks before the first date of travel, earlier if possible. 

A Travel Request:

• Form must be submitted to the department at least 2 weeks prior to the first date of travel.

• Form must be completed entirely or it will be returned to the traveler to complete. 

• The purpose/benefit should specify the institution visited, the collaborators visited, or the conference attended/presented at for each location of the trip.  In addition, it should cover the entire time of the trip, specifically noting what is being completed between, before, or after conference or workshop presentations/attendances.  If necessary, an additional page can be used for the statement.  Travel on grants should benefit directly the purpose of the grant, and as such the statement should show how the purpose directly benefits the grant being charged.

• Must include the Request to Take UH Computers or Software out of the United States, if the traveler will bring software or hardware out of the country.

• You can find the Texas Hotel Occupancy Tax Exemption Form at http://www.uh.edu/finance/TaxInformation/PDF_files/Hotel_Occupancy.pdf to present to any hotel in Texas at the time of your stay.

• Receipts must include itemization of charges as well as proof of payment, so keep this in mind as you travel. 

• A full time employee's travel expenses and salary for the travel time period should be the same if they are paid on or traveling using sponsored project funds.  However, if the salary cost center allows cost sharing on the traveling cost center or vice versa, it is also allowable.  See the cost sharing section of this manual to confirm, or discuss with the Budgets Group (budgets@math.uh.edu).  It is suggested that any exceptions to the rule be documented with the Travel Request and Reimbursement documents.

Upon the traveler's return, they should fill out a Travel Reimbursement Request Form (above), using the below criteria.

A Travel Reimbursement Request:

• Form must be submitted to the department within 60 days of the last date of the travel or the expense cannot be reimbursed.

• Form must be completed entirely or it will be returned to you to complete. 

• Receipts for hotels must not include State of Texas Occupancy Tax if you lodge in Texas.  You can find the Texas Hotel Occupancy Tax Exemption Form at http://www.uh.edu/finance/TaxInformation/PDF_files/Hotel_Occupancy.pdf to present to the hotel at the time of your stay.

• Receipts must include itemization of charges as well as proof of payment. 

• Per diem meals reimbursement requests should be indicative of the actual amount spent on food and non-alcoholic drinks during the course of the trip, outside of personal days.  The maximum amount of per diem meals that you may request is found on the General Services Administration website.

• A Foreign Travel Trip Report (link above) covering all days of a trip is required if any part of the trip is on foreign soil.

Visitor Reimbursements and Other Financial Processing Needs

Submit a Visitor/Speaker Request Form found at http://www.math.uh.edu/%7estacy/Visitor%20Request%20Form.020208.pdf to the Accounts Payable/Financial Processing box in 651 PGH or via email to ap@math.uh.edu no later than 15 days prior to the first day of the visit.  If it is your intention to give the visitor any form of payment, the form should be turned in no later than 30 days prior to the first day of the visit.  Follow the instructions provided on the form if additional paperwork is necessary.  Possible additional paperwork involved may be the Vendor Setup Form (for any payments, such as honoraria or contractual payments), Individual Setup Form (for those who will only be reimbursed actual expenses), Direct Deposit Authorization, Honorarium Authorization, Speaker Agreement, Letter of Invitation, and Nonresident Alien Information Form, all of which are listed above in the Forms section.  If a contract is necessary, you will be contacted by staff to assist in the preparation of the contracting documents.  Visitors who are prospective employees should be requested via Travel Request Form (see above), not via Visitor Request Form.

For other financial processing needs, please contact the Math Accounts Payable/Financial Processing Group at ap@math.uh.edu, or visit 639 PGH.