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Provide a copy of the approved APS/AIS form with any invoice for lodging to process payment.
Accounting is anything paid for that does not fall under hiring ("payroll":staff/payroll) or "purchasing":staff/purchasing. If you have any questions, please "contact":tamela@austin.utexas.edu the UGS Business Affairs office.
"UT Austin Office of Accounting":http://www.utexas.edu/business/accounting/
Official Occasion Expense Form
The "Official Occasion Expense Form":http://www.utexas.edu/business/accounting/hbp/forms.html is for any working business meeting, official or annual event, conference, or workshop. Bring signed and completed forms to the Dean's office *ten business days before the event.*
Handbook of Business Procedures information on "Entertainment and Official Occasion Expenses":http://www.utexas.edu/business/accounting/hbp/09_expend/expend2-1.html
Ordering food
It is significantly quicker to pay caterers who already have a direct billing account set up with Undergraduate Studies. Please contact the administrative staff in your area for a list of those caterers.
Tipping & Gratuities
According to university policy, tips should not exceed 20 percent. Tipping and gratuities will be reviewed as part of the estimate on official occasion expense forms (see above), which should be completed and approved in advance of the purchase.
h2(#outside). Outside contracts
You *must* request that the UGS Business Affairs office process the "Authorization of Professional Services Form (APS)":http://www.utexas.edu/provost/policies/aps/index.html and "Employee / Independent Contractor Checklist":http://www.utexas.edu/provost/policies/aps/index.html *ten business days before the event.*
Outside contracts are for individuals, such as musicians or photographers. Each request *must* be approved by your supervisor prior to the event.
"Read about administrative tasks":staff/accounting/unaffiliated-contractor for paying and reimbursing contractors (including guest speakers) not affiliated with UT Austin.