One West University Boulevard, Brownsville, Texas 78520 | 956-882-8200

Employee Reimbursements

Reimbursement of business expenses will be allowed only when the expenses are of demonstrable benefit to the University. HOP 10.5.2 – Business Expense Policy details what constitutes a demonstrable benefit and lists restrictions on some expenses.

Food Purchases

Employees requesting reimbursement for food purchases must:

The following steps will be necessary until the workflow functionality is available in PeopleSoft:

  • Print Expense Report and obtain the necessary approvals 
  • Scan a copy of the signed Expense Report to accountspayable@utb.edu
  • Log into People Soft, select the appropriate Expense Report, and click “Submit”

A meal claimed under this procedure cannot also be claimed with a Travel Reimbursement. 

MILEAGE

Mileage and other University-related travel costs are reimbursed through the Travel and Expense module in PeopleSoft. A Travel Authorization must be approved before any travel takes place and before an Expense Report can be submitted in PeopleSoft. For instructions on submitting Travel Authorizations and Expense Reimbursements, review the training materials or the UPK available in the Resources section of this procedure. If submitting a request for Mileage reimbursement for multiple dates, attach a Monthly Local Mileage Log to your Expense Report.  The current mileage reimbursement rate is already pre-populated in PeopleSoft.

OTHER REIMBURSEMENTS

Employee reimbursements are processed in PeopleSoft. For instructions on submitting Expense Reports, review the training materials or the UPK available in the Resources section of this procedure. 

Employees requesting reimbursement for other business expenses must:

  • Complete an Expense Report in PeopleSoft 
  • Attach a scan copy of the receipt(s)

The following steps will be necessary until the workflow functionality is available in PeopleSoft:

  • Print Expense Report and obtain the necessary approvals 
  • Scan a copy of the signed Expense Report to accountspayable@utb.edu
  • Log into PeopleSoft, select the appropriate Expense Report, and click “Submit”

Approval by the Provost is required if the requesting reimbursement for: 

  • payments for tickets, benefits, or functions, or
  • spousal travel

For more information about employee reimbursements, contact the Accounting and Finance Office at 956-882-7050 and 882-7804 or see the Resources section.

For comments and questions, please contact the Webmaster.