Entertainment
Expenditures of University of Texas at Austin funds for entertainment should support the institutional mission and must serve a business purpose. Generally, entertainment expenditures include food and beverages, facility rentals, flowers, invitations, and other similar expenses.
An “official occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by UT and is often hosted by an administrative officer. These functions are normally associated with special programs, university guests, faculty, and staff recruitment. Administrative/Business meetings generally involve two or more people, must include a university employee, are agenda-driven, and directly concern university business. For business meetings between two or more Dell Medical School employees, departments must obtain prior approval using the Official Occasion Expense Form (OOEF) in order to seek meal reimbursements and/or request payment. Approval is contingent upon the agenda, purpose and benefit to the University.
Planned events and occasions must be approved prior to the function if the total anticipated expense is $1,000 or more or if alcohol will be served. Events at the Division of Housing & Food, Texas Union, AT&T Conference Center, and Darrell K Royal-Texas Memorial Stadium require prior approval regardless of the amount. Prior OOEF approval and contracts are required for events where alcohol is served on campus, and/or when the caterer requests a down payment or prepayment.
Tiered Meal Amount Limits for Time of Day
- $30 per person – Breakfast and Lunch (Midnight to 4:59 p.m.)
- $75 per person – Dinner (5:00 p.m. to 11:59 p.m.)
- $25 per person – Department Receptions
The per-person limits will be strictly enforced and any amount exceeding them will, in most cases, not be covered by University funds and need to be absorbed by the individual purchaser. Gratuities should not exceed 20% of the bill subtotal before sales tax and any tip over that amount will not be reimbursed.
Alcohol Reimbursements
• No alcohol will be reimbursed during breakfast or lunch meals (midnight to 4:59 pm).
• For dinner, the charge for alcohol on any meal’s bill cannot exceed 50% of the total bill.
Entertainment reimbursements must be submitted for payment within 30 days of the event. All reimbursements must include the approved Official Occasion Expenses Form (OOEF), the itemized receipt, and proof of payment.
Travel
Prior approval for all business travel is required for absences of employees from the campus or other designated headquarters for periods of 4 hours or more during the normal working period, whether or not there is a cost to the University. Written approval must be obtained from direct supervisor and a Travel Authorization Request (RTA) must be approved before the travel date. Special approval will be required for Washington, D.C. and foreign travel.
Transportation
- Flights: All University employees and students must use Anthony Travel or Corporate Travel Planners to book travel; Non-employees may use any booking method. o First class, business class, or other premium class airfare will only be reimbursed at the coach class rate.
- Mileage: if a personal car is used, mileage can be reimbursed. Backup documentation required is a MapQuest map showing starting and ending points of the trip.
- Car Rentals: When an employee uses a rented vehicle for both personal business and state business, only the portion attributable to state business may be reimbursed. Rental expenses may not be reimbursed if the rental was necessary only because the employee combined personal and state business.
- Travel must be planned for maximum savings and efficiency.
- The table below lists the limits for meals and lodging effective 05/01/2016, based upon location:
Meals and Lodging
Per Day | Overnight - TX | Overnight - US | Overnight - Foreign |
Meals Limit | $51.00 | $51.00 | $51.00 |
Total Meals & Lodging Limit* | $260.00 | $375.00 | $420.00 |
- No alcohol will be reimbursed.
- Meal and lodging expenses are not reimbursable without an overnight stay.
- Reimburse actual amounts – no per diems. Itemized receipts are required for meals.
- Reimbursements are only for personal expenditures. Any meals for more than one person will require an approved Official Occasion Expense Form.
- Texas State Occupancy Tax will not be reimbursed for UT Employees.
- *When traveling out-of-state, the meal expense reimbursement may be reduced and a corresponding amount used to increase the lodging reimbursement rate.
- Reimbursements for meal and lodging expenses incurred within the employee’s designated headquarters are prohibited, unless mandatory in connection with training, a seminar, or a conference.
- Parking, registration, business phone calls and other business-related tolls may be reimbursed, as long as proper documentation is provided.
- Reimbursement of checked baggage fees may be allowed in some instances. If an airline has a mandatory first bag fee for checked baggage, the expense is considered reimbursable as long as the bag meets airline weight requirements. Fees related to second bags are reimbursable only if the state agency or UT department verifies that the second bag is needed for business purposes and the bag meets weight requirements. If a second bag is used, documentation explaining why the baggage is necessary is required as part of travel approval.
Other Expenses
Weekend Travel
If official state business temporarily ends on Friday and resumes on Monday, an employee may choose to stay at the duty point or return to headquarters. However, if an employee returns to headquarters for the weekend, expenses are limited to the transportation to headquarters and back to duty point, or expenses if the employee had stayed – whichever is less.
Exceptions to travel policies must be requested in writing and approved in advance by the Dean and the Assistant Vice President and Director of Procurement and Payment Services.