Vendors

UGS has a preferred vendor list for use by all departments. In addition, a variety of services are offered through UT service centers including: Document Solutions, Texas Union, and Physical Plant. 

New vendors are added to the list yearly, typically during the months of June - August to prepare for the upcoming fiscal year. Please contact the UGS business office for the approved vendor list. 

Official Occasions & Entertainment Expenses Policy

The Official Occasions & Entertainment Expenses Policy covers the requirements and procedures to be followed for the funding, payment, or reimbursement of all official occasion expenses. This policy applies to all units within the School of Undergraduate Studies, regardless of the source of funds. 

Official Occasion Expense Form

The Official Occasion Expense Form (OOEF) is for any working business meeting, official or annual event, conference, or workshop. Forms should be submitted through DocuSign. 

OOEFs must be processed any time university funds are used to pay for food, beverages, flowers related to an event, greeting cards, and sometimes parking. An “official occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by UT Austin (e.g., conferences, meetings, planning retreats, staff meetings). These functions are normally associated with special programs or conferences, university guests, faculty and staff recruitment, or business meetings that span a meal time. 

Please remember that alcoholic beverages may not be served in campus facilities unless an exception has been requested from and approved by the Provost's Office prior to the event. All alcohol service must follow the Guidelines for Alcohol Service.

• Handbook of Business Procedures information on Entertainment and Official Occasion Expenses

Independent Contractors

Independent Contractors are individuals not affiliated with UT who provide a service, such as musicians or photographers. Each request must be approved by your supervisor prior to the event. Please contact the Business Office as soon as possible to determine whether a Business Contract or a Purchase Order will be needed. In some cases, the Independent Contractor will need to be appointed via Workday. Please allow 3-4 works for processing Independent Contractors.

School of Undergraduate Studies programs entering into a business contract or agreement with an outside contractor must follow the Office of the Vice President and Chief Financial Officer’s guidelines for submitting business contracts for review, approval, and execution. Following the VP/CFO guidelines, departments may submit contracts for review directly to the Office of the VP/CFO using their required Business Contract Review Form. However, departments are encouraged to work through the Dean’s Office for appropriate advance preparation of documentation to enhance its likelihood of being executable by the university.

Hotel & Catering Agreements

Departments are required to direct agreements involving hotels and/or catering for official conferences/meetings to UGS Business Office for review. Provide a copy of the approved APS/AIS form with any invoice for lodging to process payment. 

The School of Undergraduate Studies entering into a business contract or agreement with an outside contractor must follow the Office of the Vice President and Chief Financial Officer’s guidelines for submitting business contracts for review, approval, and execution.

• Sample Standard Hotel Agreement (PDF)
• Sample Hotel Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement (PDF)

Ordering Food

It is significantly quicker to pay caterers who already have a direct billing account set up with UGS. Please contact the administrative staff in your area for a list of those caterers.

Tipping & Gratuities

According to University policy, tips cannot exceed 20 percent PRE-TAX. 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.