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Guidelines

All official occasions paid for with university funds must be be approved through the Official Occasion Expense Form (OOEF). An "official occasion" is defined as a reception, dinner, lunch, or similar event that is sponsored and funded by the department. An OOEF is required for each occasion.

Entertainment expenditures relate to recognition or promotion of academic achievement and/or service to the university; recruitment of faculty, staff, and students; communication of intellectual ideas and/or exchange of administrative and operation information; and support of institution sponsored events or of a program of continuing education.

The following per person reimbursement limits will apply to meals and entertainment expenses. All amounts shown below are INCLUSIVE of taxes, service charges and gratuities. Tips and/or gratuity cannot exceed 20%. A person may elect to expend more per person on the entertainment event; however the actual reimbursement will be limited to the amount noted below:

Event

Amount (per person)

Breakfast/Lunch

$30

Dinner

$65

Reception

$65

**Alcohol expenses cannot exceed the cost of food.**

IMPORTANT: Catering agreements must be approved/signed by the Business Contracts Office.  Faculty and staff do not have signature authority. Please submit these requests at least 7 business days prior to the event.  

Form Instructions

1. Fill out an OOEF. Be sure to fill out all relevant fields, including:

  • Participants/Group Attending: List names and titles of each attendee (if fewer than 10) or note estimated number of attendees (if more than 10).
  • Purpose:  Include type of occasion (breakfast, lunch, dinner, refreshments) and brief explanation of the purpose of the event.
  • Benefit to UT: Provide brief explanation of benefit.
  • Estimated Costs: If a reception or other large event, attach an event or catering sheet with proposed vendor, items, and cost. If alcohol will be served attach a copy of the email approval. See Alcohol Guidelines for obtaining approval.
  • Catering Agreements: The Business Contracts Office is the only office approved to sign catering agreements. Please submit a copy of the detailed agreement along with the OOEF and relevant documentation at least 7 business days prior to the event.
  • Signatures: 
    Requestor signature is for the authorized signer for the account. 
    Department signature line is for authorized Department Administrative staff. APPROVED signature line is for authorized COFA Administrative staff.

2. Submit OOEF to Lizeth Salinas for departmental approval prior to the date of the event. If a form is submitted after the fact, the finance office cannot guarantee that all expenses will be reimbursed.

 

3. Approved forms are submitted to Patricia Semenov, along with any and all itemized sales receipts and invoices submitted after the event.

 

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