Oversight of entertainment expenditures is done by Finance and Administration.

Entertainment expenses require approval prior to the function.

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 and should be related to one or more of the following purposes:

• recognition or promotion of academic achievement, athletic achievement, scholarship, and/or service to the institution
• promotion or communication of intellectual ideas and/or exchange of administrative and operational information on the institution’s programs or activities
• support of institution-sponsored student events and activities
• recruitment of students, faculty, staff
• unit or department morale building events (does not include individual awards)
• assistance to The University of Texas Regents, accrediting agencies, officials from other institutions, etc.
• support of a program of continuing education

A. Official Occasions

An “official occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by The University of Texas at Austin and is often hosted by an administrative officer. These functions are normally associated with special programs, university guests, faculty, and staff recruitment. Examples include conferences, workshops, seminars, development events (donor receptions, fundraising activities, etc.), planned retreats, staff meetings, unit or department morale building events, and other similar activities.

B. Administrative/Business Meetings

Administrative/Business meetings generally involve two or more people, must include a university employee, are agenda driven, and directly concern university business. Business meeting expenses may be reimbursed if the meal or light refreshment is an integral part of the meeting, not a matter of personal convenience, and the meeting time encompasses a regular meal time and could not otherwise be scheduled during regular working hours. University funds cannot be used for social lunches between two or more university employees.

C. Entertainment Expenses

Expenses incurred for official occasions and entertainment may be reimbursed according to the Entertainment and Official Occasion Expenditure Policy Chart for the appropriate type of expense. Entertainment expenses are not allowed on state funds (14-accounts), Available University Funds (AUF) (20-accounts), indirect cost (19-accounts), or service center funds (18-accounts).  For a complete list of the account types that are allowed for entertainment expenses, refer to the chart below.