Our COLA OOEF policy is to supplement the university’s entertainment policy. It is not meant to be inclusive of all scenarios, but to focus on common compliance issues.
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. Events are allowable as long as there is a clearly stated business purpose and benefit to the university.
No, the policy applies to all entertainment purchases regardless of billing method.
Please supply a brief explanation of the purpose of the event. This explanation should be as detailed as possible in describing what the event is and why it is taking place. As Dean’s Office reviewers only have access to the information provided in the OOEF regarding your event, this field is extremely helpful in better understanding how this is assists in conducting University business.
University examples:
Please supply a brief explanation of how this event is expected to benefit the university or the benefits already derived from the event. This section should describe how this event, on a larger scale, would highlight the University in a positive way. This section should be connected to the “Purpose” field and describe how the results of this event will contribute to the University in a larger context.
University examples:
Yes, as long as the meeting has a business purpose and benefits the university but cannot be more than 50% of the bill.
This includes fundraising, research, and community outreach meetings.
A donor event is one that is focused on stewardship and future fundraising. This is not any event where one donor is present.
Yes, you may still hold monthly faculty- student events as long as there is a business purpose and benefit to the university.
No, the limit of UT affiliates at a meal with a distinguished guest is 3. However, if you have 2 distinguished guests, 6 UT affiliates may attend. Note: Under special circumstances we can allow flexibility for up to 4 UT affiliates, however these requests should be limited. For consideration, you must submit an OOEF for preapproval.
Yes, the policy applies to all recruitment events.
Examples include an annual lecturer or senior faculty member.
No, this policy is to reduce the costs associated with a sit-down meal for numerous people as a means of recruitment. Receptions for a larger group with hors d'oeuvres or a light lunch (ex. sandwich trays) are still allowable within this policy.
Yes, you can continue to host events per the university rules stated in HBP 9.1.1.
Yes, you can continue to host events per the university rules stated in HBP 9.1.1.
No, food may not be routinely (more than 1-2 times per semester) purchased for organized classes. Examples of infrequent occasions include: hosting a guest lecturer and end of the year presentations.
Yes, you may be reimbursed for an “end of semester wrap-up”, “coffee meeting”, or light lunch with students.
General expenses such as creamers, tea bags, and water for breakrooms can only be paid from excellence endowments, VD/VP, and other non-core accounts (self-supporting).
Yes, only excellence fund endowments, VD/VP, and other non-core accounts can be used to pay up to $200 (including shipping costs) for flowers.
Use Various Donors/Various Purposes (VD/VP), Excellence, or other non-core (self-sustaining) accounts. Endowment accounts may not be used to pay for this type of event.