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Fiscal Policies

Fiscal Policies of the John P. McGovern Academy of Oslerian Medicine:

The Student Societies at UTMB have undertaken an incredible variety of projects which are amazing in both their creativity and complexity!  Below are fiscal policies necessary to avoid the risk of having students expend resources which then cannot be recovered.

FREQUENTLY ASKED QUESTIONS:

    A1: How do I purchase products/services and get reimbursed?
  1. Students must obtain written authorization from their respective faculty coordinator or other faculty mentor before making purchases or submitting receipts for reimbursement. The approval should then be submitted along with the original receipt(s) to Rosemary Lindley ((409) 747-9680 or rmlindle@utmb.edu) for processing.
  2. Be advised, Texas state sales taxes cannot be reimbursed for these types of expenditures. That said:
    1. All orders for books, office supplies, medical supplies/apparatus, lab equipment, electronic equipment, vaccines, medication, etc. must be ordered through the Academy. Contact Ms. Lindley who can assist you with this process.
    2. Other miscellaneous items should be purchased from either Sam's or Wal-Mart. You will need to obtain the Sam's Tax Exempt Card from the Bursar's Office or the Wal-Mart Tax Exempt Card from the Academy offices.
  3. The purchase of electronic equipment or a medical apparatus > $500.00/item is prohibited.
  4. Your reimbursement will take the form of either a check mailed to your home address or direct deposit. Each student declares their preference with Enrollment Services during SOM orientation.
    A2: Can I make purchases on-line and get reimbursed?
  1. Students must obtain written authorization from their respective faculty coordinator or other faculty mentor before making purchases or submitting receipts for reimbursement. The approval should then be submitted along with the ORIGINAL receipt(s) to Rosemary Lindley ((409) 747-9680 or rmlindle@utmb.edu) for processing.
  2. Be advised, Texas state sales taxes cannot be reimbursed for these types of expenditures.
  3. If an on-line purchase is made, your receipt must show proof of payment. If it does not, you must provide a copy of your bank statement showing the transaction was charged to your account. The statement also must include your name and at least the last 4-digits of your account number.
  4. Please have items purchased on-line shipped directly to the McGovern Academy offices using the following address: UTMB-McGovern Academy, 301 University Blvd., Galveston, TX 77555-0162.
  5. The McGovern Academy can only make direct purchases if the supplier is in the UTMB Vendor Database or if the requestor is willing to manage the application process.
  6. Merchandise for sale on www.Amazon.com can be purchased directly by the Academy.
  7. Your reimbursement will take the form of either a check mailed to your home address or direct deposit. Each student declares their preference with Enrollment Services during SOM orientation.
    A3: How do I set up a direct bill with a local restaurant?
  1. Students must obtain written authorization from their respective faculty coordinator or other faculty mentor before securing arrangements. The approval should then be submitted along with a proposed budget to Rosemary Lindley (rmlindle@utmb.edu).
  2. All food/drink orders should be direct billed if possible.
  3. RSVP's must be collected prior to placing a pick-up or delivery order. The list of RSVP's should be forwarded to Ms. Lindley prior to the event as well as a sign-in sheet verifying the number of attendees afterward. This does not apply to orders being placed simultaneously by a group patronizing a restaurant.
  4. For groups patronizing a restaurant, a sign-in sheet at the time of the event must be forwarded to Ms. Lindley.
  5. The McGovern Academy will cover the tab for one (1) alcoholic drink per person. Any additional amount will be at the individual's own expense. The number of attendees evident on the sign-in sheet will verify the maximum number of drinks permitted on your tab.
  6. There's no comprehensive list of restaurants that direct bill to UTMB so you'll need to call and ask the manager. Below is a list of places that the Academy frequently does business with:
    1. Chopin Mon Ami Catering & Cakes
    2. Farley Girls
    3. Fisherman's Wharf
    4. Jimmy John's
    5. Mario's Seawall
    6. Mediterranean Chef
    7. NY Pizzeria
    8. Olympia Grill
    9. The Original Mexican Cafe
    10. Schlotzsky's
    11. Sky Bar
    12. Smooth Tony's
    13. The Spot
    14. Sunflower Bakery
  7. If the establishment you prefer does not direct bill, but is willing to go through the process, then it is the student's responsibility to have the management complete a UTMB Vendor Application which can be submitted to Ms. Lindley upon completion so they can be added to the vendor database.
  8. If the establishment you prefer does not direct bill and they are not willing to go through the process, then an individual must pay the tab upfront and submit the ORIGINAL receipt (along with the aforementioned RSVP/sign-in sheets) for reimbursement purposes.
  9. Once an establishment is decided upon, please contact the management to determine what they specifically require for the direct bill process (eg., an authorization letter.) Ms. Lindley can work with you to provide the necessary paperwork.
  10. Your reimbursement will take the form of either a check mailed to your home address or direct deposit. Each student declares their preference with Enrollment Services during SOM orientation.
    A4: Can I purchase gift cards/certificates and get reimbursed?
  1. The McGovern Academy, and its subsidiaries, may on occasion provide gifts and awards to students, other student organizations, non-profit organizations or non-UTMB individuals. Gift cards should be given as awards and gifts if no other viable option is available. Gift cards are considered to be a cash equivalent and are governed by tax rules and internal controls. Gift cards must be distributed in accordance with the guidelines set forth in this policy. This policy applies only to the McGovern Academy and its subsidiaries.
  2. Definitions:
    1. Award: Given in recognition of an accomplishment, achievement or activity that does not require the performance of a service.
    2. Gift: Cash or noncash items given to express appreciation or gratitude; not related to job performance and without negotiation conducted in advance
    3. Gift Card: Preloaded card that allows the cardholder to use it for purchase of goods or services. Gift cards are considered to be a cash equivalent and are governed by tax rules.
  3. Designated-vendor gift cards of from the McGovern Academy and its subsidiaries can be given as gifts, but total payments to one individual must not exceed $50.00 per calendar year.
  4. The gift must be consistent with the intent of the respective endowment agreement:
    1. Gold Humanism Honor Society: To recognize, support and promote the values of humanism and professionalism in medicine. The Society is committed to working within and beyond medical education to inspire, nurture and sustain lifelong advocates and activists for patient-centered medical care.
    2. Osler Student Scholars: To support activities for School of Medicine students who demonstrate a commitment to the ideals of compassionate care and humanistic medicine.
    3. Osler Student Societies: To support the administration and function of the Osler Student Societies. Funds distributed may be used for such expenditures as staff salaries, meetings, service projects, and education projects in which first-year students would be enrolled through the duration of their second year.
  5. Students must obtain written authorization from their respective faculty coordinator before making purchases or submitting receipts for reimbursement. The approval must specifically identify their affiliation, purpose of the purchase and a list of recipient names must be submitted. This information should then be submitted along with the ORIGINAL receipt(s) to Rosemary Lindley ((409) 747-9681 or rmlindle@utmb.edu) for processing. To demonstrate and ensure compliance with Internal Revenue Service (IRS) regulations, State law and purpose of the gift card, UTMB will maintain accurate records of all gift cards given under this policy. The faculty advisor(s) of each student organization is responsible for ensuring that gift cards are awarded in compliance with this policy.
  6. Any gift cards which have not been distributed should be kept in the McGovern Academy Offices under lock and key at all times to ensure proper physical security and to protect from theft and loss. Access to gift cards should be limited to the individual(s) responsible for safekeeping of the gift cards.
  7. Your reimbursement will take the form of either a check mailed to your home address or direct deposit. Each student declares their preference with Enrollment Services during SOM orientation.
    A5: Can the Academy make a monetary donation to a non-profit organization or student group?
  1. It is unlawful for the McGovern Academy, or its subsidiaries, to make a monetary donation to an individual or organization. Tangibles, however, can be purchased by an individual on their behalf.
  2. The purchase of electronic equipment or medical apparatus > $500.00/item is prohibited.
  3. Students must obtain written authorization from their respective faculty coordinator or other faculty mentor before making purchases or submitting receipts for reimbursement. The approval should then be submitted along with the ORIGINAL receipt(s) to Rosemary Lindley ((409) 747-9680 or rmlindle@utmb.edu) for processing.
  4. Your reimbursement will take the form of either a check mailed to your home address or direct deposit. Each student declares their preference with Enrollment Services during SOM orientation.
    A6: What if a vendor asks me to sign a contract?
  1. All contracts must be reviewed and approved by UTMB's Department of Legal Affairs or the Department of Purchasing. Students, faculty, nor staff can enter into a legally binding agreement on behalf of the UTMB. If you are asked to sign a contract while working with a vendor when organizing an activity, please forward to Ms. Lindley as soon as possible.
    A7: Can raffles be offered during a UTMB sponsored activity?
  1. Please be aware that "raffles" are not permitted by the institution. You may, however, offer "door prizes" that are presented to anyone in attendance by a drawing, but no purchase of a ticket for a "raffle" is allowed. Donations to gain access to an event is acceptable, but you cannot ask someone to purchase a ticket for a "raffle."
    A8: How can I get T-shirts printed?
  1. Students must obtain written authorization from their respective faculty coordinator or other faculty mentor before making purchases or submitting receipts for reimbursement. Evidence of faculty approval must be forwarded to Rosemary Lindley ((409) 747-9680 or rmlindle@utmb.edu) before you can proceed.
  2. Because the UTMB is funding the purchase and they are being worn to represent a group affiliated with the institution, the design must be approved by the Department of Public Affairs and the UTMB logo must be incorporated into the design or stand alone on the front, back or sleeve for branding purposes. (http://www.utmb.edu/identity/downloads/index.shtml) Please forward the design templates to Ms. Lindley so she can assist you with this process.
  3. Once design approval is obtained, you should place an order with one of the local companies that direct bill to UTMB:
    1. Outback T-Shirt Company: (409) 766-7571
    2. Breeze Way Custom Screen Printing: (409) 741-5444
    Instruct them to forward the invoice electronically to Ms. Lindley at rmlindle@utmb.edu or via snail mail to: UTMB-McGovern Academy, 301 University Blvd., Galveston, TX 77555-0162.
  4. When complete, send a confirmation email to Ms. Lindley notifying her that you received the correct number of shirts ordered & the work was done to your satisfaction.
    A9: How do I purchase items at the UTMB bookstore and have them charged to the Academy?
  1. Students must obtain written authorization from their respective faculty coordinator or other faculty mentor before making purchases. Approval should then be forwarded to Rosemary Lindley ((409) 747-9680 or rmlindle@utmb.edu) for processing.
  2. Contact the bookstore and ask them to email Ms. Lindley a quote for the items and quantities of each you wish to purchase. (These prices will be different from those you'll find on the shelves.)
  3. Once this information is obtained, a PO# will be generated and you will be contacted when the items are ready to be picked up.
    A10: How do I get reimbursed for travel expenses?
  1. To ensure you follow these processes correctly, it is highly suggested you contact the Travel/Expense department at aptraexp@utmb.edu or 409-747-7259 before making your reservations. Failure to comply with these policies will result in non-payment.
  2. If you are considered a UTMB student/employee (e.g., tutor, member of the Federal Work Study Program, etc.) you MUST have someone in your department complete a Travel Authorization Form on your behalf via PeopleSoft and you must provide this number to the agent when making reservations. This applies for domestic or international travel.
  3. If you are strictly a SOM student, you can make domestic reservations without this number, but if traveling internationally, the Provost's Office will assign you a travel authorization number when your International Travel Request Form is approved. (see below)
  4. Domestic travel:
    1. All UTMB students and guests traveling on official UTMB related business will be REQUIRED to use one of the resources below for domestic travel arrangements:
      1. Anthony Travel, Inc. (required for all international travel), Phone: (512) 617-8444; Toll-Free: (800) 684-2044
      2. Marchi Travel (domestic travel only), Phone: (409) 762-2612
      3. Travel Counselors (domestic travel only), Phone: (409) 765-7759
      4. SWABIZ - UT System encourages the use of the SWABIZ program for booking airfare on Southwest Airlines (southwest.com is not an approved site). Contact Ms. Lindley for the SWABIZ account information.
    2. For questions related to domestic travel, please contact the Travel/Expense department at aptraexp@utmb.edu or 409-747-7259.
  5. International travel:
    1. If you plan to travel beyond the 48 Continental United States, (Hawaii, Alaska, Mexico, Canada and Puerto Rico are considered International Travel) you must follow the International Travel Request Process (http://www.utmb.edu/provost/IOC/international_travel_request_process.asp) implemented by the Provost's Office.
    2. If your trip is partially funded by another UTMB department, these forms (even if already approved) must be modified to include the Academy's billing information. Contact Ms. Lindley who can assist you with this process.
    3. All UTMB students and guests traveling on official UTMB related business will be REQUIRED to use only Anthony Travel for international travel arrangements. Please note that Anthony Travel will automatically register all travelers with International SOS (a travel security services company which is required by UTMB).
    4. Anthony Travel will not book reservations for students and guests traveling on official UTMB related business without a Travel Authorization Number. This Request Authorization Number (RA#) will be assigned by the Provost's Office (inttravl@utmb.edu) when tentative travel approval has been given.
    5. To assure timely consideration of proposed international travel, the international travel request process must be followed with the first step being completed at least six weeks before the proposed departure. Please visit the Office of the Provost website at for step-by-step instructions regarding submitting requests for International Travel. http://www.utmb.edu/provost/IOC/default.asp
    6. For any questions related to international travel, please contact inttravl@utmb.edu or 409-772-2671.
  6. Car rental agencies:
    1. To qualify for reimbursement, use of one of the car rental agencies listed below is REQUIRED.
      • Avis, Phone: (800) 331-2212
      • Budget Group, Phone: (800) 527-0700
      • Enterprise, Phone: (800) 261-7331
      • Hertz, Phone: (800) 654-3131
      • National, Phone: (800) 227-7368
    2. Car rentals may be booked through any of the three approved travel agencies or directly with the car rental agency. To reserve directly with one of these car rental agencies and receive the UTMB contracted rates, the traveler must be identified as traveling on official UTMB related business. Contact Ms. Lindley to obtain UTMB's discount code prior to booking.
  7. Hotel information: There are no new restrictions on booking hotels, however, travelers are encouraged to consider the discounted rates available through the State of Texas. All of the agencies listed above can assist you with this process.
  8. All other travel expenses must be paid for up front then original receipts submitted for reimbursement purposes. If an on-line purchase is made, your receipt must show proof of payment. If it does not, you must provide a copy of your bank statement showing the transaction was charged to your account. The statement also must include your name and at least the last 4-digits of your account number.
  9. Travel exceptions: All students and guests who travel on official UTMB business are required to utilize a UTMB authorized travel agency. No other means of booking is allowable or reimbursable except as noted below.
    1. Travel Agency Exceptions: In order to confirm airline reservations through a means other than one of the agencies approved by UTMB, one or more of the exceptions below must apply.
      1. Travel paid by an external resource (i.e., out-of-pocket and not seeking any reimbursement, parents, external entity paying for all expenses, etc.)
      2. Emergency situations (i.e., flood, hurricane, etc.) as approved by the traveler's supervisor
      3. Group or conference rates not available through one of the UTMB contracted travel agencies
      4. $100 or more savings in airfare provided by an outside vendor using an "apples-to-apples" comparison prior to purchase
        1. At the time of expense reimbursement request, comparison documentation showing the printed itineraries from a UTMB contract agency and also the outside resource (noting the same dates of travel, origin and destination, class of services, rules/ restrictions and ticket cost) must be submitted.
    2. Car rental exceptions: To rent from a resource other than one of the five approved car rental agencies, all five approved agencies must be sold out of the required vehicle type requested on the pick-up date at the time of booking.
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