This policy serves as a supplement to The University of Texas at Austin HBP 9.1.1 to assure compliance with The University of Texas at Austin, UT System, State of Texas, and IRS rules and regulations; to ensure departments do not engage in excessive or inappropriate spending; to assist departments on how their budgets can be expended. Units reporting to the Dean of Undergraduate Studies may implement a more restrictive policy as approved by the Dean.
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The purchase of flowers and other perishable items should follow the policies documented in HBP 9.1.1.J. Flowers or other perishable items: -must be sent on behalf of the department. -require an approved Official Occasion Expense Form prior to purchase. -may not exceed $200 (including delivery/shipping, and gratuity) and are tax exempt. -may be purchased through vendor invoice, ProCard, or personal funds. Gifts and awards should follow the Gift and Awards Policy outlined in HBP 9.1.8. OOEFs are not required for these types of expenses. GIFTS FOR EMPLOYEES Cash Awards: -must be processed as a One Time Payment through Payroll. -state accounts are prohibited from paying awards. -requires an award letter that includes the award name, selection criteria, frequency, amount of award, and account number that is approved by the Dean. Merchandise (non-cash): -exceeding $50 will be considered taxable income. -inscriptions reduce the value of an item to $0. -tax exemption certificate must be provided to vendor. Gift Certificates and Gift Cards: -PROHIBITED GIFTS FOR STUDENTS Cash Awards: -state accounts are prohibited from paying awards. -awards for public competition require contest flyer and/or website printout, list of winners, and award amounts. Merchandise (non-cash): -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. -inscriptions reduce the value of an item to $0. -tax exemption certificate must be provided to vendor. Gift Certificates and Gift Cards: -may not be awarded for job performance. -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. GIFTS FOR NON-EMPLOYEES Cash Awards: -state accounts are prohibited from paying awards. -awards for public competition require contest flyer and/or website printout, list of winners, and award amounts. Merchandise (non-cash): -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. -inscriptions reduce the value of an item to $0. -tax exemption certificate must be provided to vendor. Gift Certificates and Gift Cards: -may not be awarded for job performance. -exceeding $50 will be considered taxable income and require documentation of recipient's permanent mailing address and Social Security number for issuance of 1099-MISC form. |
EXCEPTIONSAnchor policyexceptions policyexceptions
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Department/Unit Requestors must submit OOEFs two weeks before the event occurs. This serves as approval for the budgetary request; departments must submit . Departments must include their approved OOEF with any applicable requests for contracts and purchase orders needed to ensure compliance with payment procedures for entertainment expenses. Department/Unit Requestors submit OOEFs using the Undergraduate College DocuSign Power form. They must log in to DocuSign prior to submitting an OOEF to activate their account. Undergraduate College Business Office Support Services will review completed OOEFs. Department/Unit Requestors will receive finalized OOEFs from DocuSign. Departments must download and keep all approved OOEFs on file for the retention period. Departments must reconcile all expenses for OOEFs within 60 days. Invoices for payment should be submitted using the Invoice Submission form. Invoices for IDT’d billing should be submitted using the Backup Documentation form in Jira. Alcohol exception approvals require completion of an OOEF. Serving alcohol on campus requires additional approvals outlined here. Tools needed for proper completion of OOEFs include web browsers, Outlook, and Adobe Pro. All staff approved by Department Heads to be requestors as well as staff reconciling or submitting payments and receipts should have access to these tools. |
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