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OBTAINING A PROCARD

OOEF Internal Approval Checklist

Before you route your OOEF DocuSign PowerForm, please confirm the following:

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I have read the policies governing entertainment expenditures for The University of Texas at Austin.

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I have received department approval to seek Official Occasion Event Form authorization.

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I am aware that alcohol expenses require additional approvals.

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I have verified that our department has funding for these entertainment expenses.

If all of these conditions are not met, future entertainment authorizations may be denied.

Training

Staff members must take "Undergraduate College - Event and OOEF Training for Administrative Staff" available via UT Learn in order to process these authorizations for their units.
Only approved signers can officially sign an OOEF. For a list of approved signers in your department, please submit a General Help Request.

Using DocuSign

When entering email addresses for initiator and signers, users must enter their EID email address. Do not use standard austin.utexas.edu email addresses.

Example: User-EID@eid.utexas.edu (@eid.utexas.edu stays the same)

If you have never logged into DocuSign before, you must go to https://docusign.utexas.edu/ and click “Login to DocuSign” to establish your DocuSign profile.More information about DocuSign can be found .

approveOpen UC OOEF Powerformprimaryhttps://powerforms.docusign.net/e39cc087-6864-4e3c-b26c-aa55555dee7c?env=na1&acct=d40a37d5-d708-44dd-9ea7-aab378b81326&accountId=d40a37d5-d708-44dd-9ea7-aab378b81326true

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INITIATING POWERFORMooefinitiatingpowerform

Open the DocuSign OOEF Power Form.

Department OOEF Initiator: enter your name and EID email address.

Department OOEF Signer: enter the name and EID email address for the Department OOEF signer.

This may be you. If so, enter your name and EID email address in both sections of the PowerForm.

Click “Begin Signing”

Enter the access code to continue. Click "Validate."

You received an Access Code in your DocuSign training and/or via email from The Business Office. We do not provide this code in this document to ensure only staff trained to use our system have access. If you need the access code, submit a General Help Request.

The next screen will show a pop-up with the header “Please Review & Act on these Documents.”
You must click the check box next to “I agree to use Electronic Records and Signatures.” Click "Continue".
You can also choose the “Other Actions” drop down to Finish Later or Decline to Sign.
- Finish later will allow you to return to this document, but will not delete it from your DocuSign Inbox.
  - Note: Selecting Finish Later will not generate a new email to the user. You must click on the link from the original DocuSign email to open the document. It is strongly recommended to save DocuSign emails until process is complete.
- Decline to Sign will cancel your OOEF and display a popup. If you continue, be sure not to remove your consent from signing future OOEFs.
Once you accept and continue, the OOEF is now available to be completed.

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SECTION I: DEPARTMENT

If you are unsure of the account, check your budget plan with your manager/director.
If you are hosting an event with multiple vendors, you may leave the "Payee" blank or list them all here.

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title	Step-by-Step OOEF Instructions

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Completed OOEF EXAMPLE

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GET A PROCARDMONTHLY RECONCILIATIONDISALLOWED PURCHASESPROCARD CANCELLATION

All ProCard applications must be submitted using the ProCard Office Portal here: https://utdirect.utexas.edu/apps/procurement/card_admin/application/

Use the followig information for the appropriate fields:

Account: This is your default departmental account; account numbers may be updated during monthly reconciliation to apply charges more specifically.

Reconciler 1 EID: jlf4384 Jodie Fusig

CSU Business Officer: Michael Valdez

Once you submit the application with all the requested information, the Procard office will reach out to you when your card is ready for pick up and then you will be required to complete a training with them. You will likely also need to complete training with our office so that we can share our internal processes with you as well.

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