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.
Handbook of Business Procedures 9.1.1 Entertainment and Official Occassion Expenses
https://financials.utexas.edu/hbp/part-9/1-1-entertainment-and-official-occasions-expenses
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:
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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. |
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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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