Official Function refers to an activity or meeting for UAMS employees, students, or guests, which requires incurring expenses.
Before You Start
- Official Functions require a signed Official Function Form.
- Expenses should not be incurred until the OF form is approved/executed.
- Official Functions are not permitted while in travel status.
Payment Methods
| Payment Method | Summary | Process And Documentation Requirements |
|---|---|---|
| Personal/Out of Pocket | An employee may pay for allowable expenses and be reimbursed by submitting an Expense Report. | Process 1. Get Official Function form signed. 2. Event takes place. 3. Submit Expense Report with all required documentation. Documentation – Official Function form, sign-in sheet/attendee list, event agenda/flyer, and invoice/receipt must be attached in the ER. – Invoice/receipt must be itemized. |
| Direct Bill | UAMS may issue a PO to the vendor. | Process 1. Get Official Function form signed. 2. Get quote from vendor. 3. Submit Service Requisition with all required documentation. 4. Vendor sends itemized invoice(s) to Accounts Payable, referencing the approved PO#. Documentation – Official Function form, attendee list, event agenda/flyer, and pricing documentation (i.e., quote). – Quote must include total cost, including fees. |
| P-Card | Official Function expenses are not allowed on departmental P-Cards. | Process – Reach out to Procurement or Travel & Expense Reimbursement if you are working with a vendor that only accepts payment by card. |
| T-Card | Official Function expenses are never allowed on T-Cards. |
Food Expense Requirements
- UAMS employee meals may not exceed Arkansas per diem.
- Guest meals may exceed the per diem.
- Alcohol is not reimbursable for employees or guests. Remove alcohol and alcohol tax/tip from reimbursement request.