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 Official Function form is approved/executed.
- Official Functions are not permitted while in travel status.
Payment Methods
| Payment Method | Procedure | Documentation Requirements |
|---|---|---|
| Personal/Out of Pocket | An employee may pay for allowable expenses and be reimbursed by submitting an Expense Report. | • 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. | • Official Function form, sign-in sheet/attendee list, event agenda/flyer, and pricing documentation (i.e., quote) must be attached in a Requisition for a Service PO. • Quote must include total cost, including fees. • Vendor must send itemized invoice(s) to Accounts Payable, referencing the approved PO #. |
| P-Card | Official Functions are not allowed on departmental P-Cards. | • Reach out to Procurement or Travel & Expense Reimbursement if you are working with a vendor that only accepts payment by card |
Food Expense Requirements
Restaurant Receipts for Reimbursement
- 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.