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Exceptions to the $100 per person limit will require extensive documentation and Dean review and approval. To submit exception requests, complete the OOEF Exceptions Form General Help Request. Events with a contract or PO that includes non-food expenses will not require a per person amount. If events continuously exceed the $100 per person limit, departments may be barred from hosting events.

There are no exceptions to alcohol or gift policy violations.

-banquet staff served - (PO/contract required)

-over budget - needed addtl sigs

-alcohol served without notification

Department/Unit Requestors must submit OOEFs using the Undergraduate College DocuSign Power Form two weeks before  prior to the event occurs. This serves as approval for the budgetary request. 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 include their approved OOEF with any applicable requests for contracts and purchase orders needed to ensure compliance with payment procedures for entertainment expenses. Departments must also include their approved OOEF with any payments associated with the event expenses.

EMPLOYEE REIMBURSEMENTS

• Avoid financial burden to employees whenever possible.
  • ProCards may be used at bakeries and grocery stores.
  • Sales tax exemption form must be provided for these purchases.
• Submit staff reimbursement requests via JIRA Reimbursement Request form

• Multiple receipts for the same event may be submitted with one OOEF for employee reimbursements.

• Sales tax may not be reimbursed for any food that was consumed outside of purchase location. Sales tax may be reimbursed for meals consumed at restaurant location.

VENDOR PAYMENTS

• Submit vendor payment requests via JIRA Vendor Payment Submission form

• Each invoice must include OOEF (if applicable).

INTERDEPARTMENTAL TRANSFER (IDT - )

• Carillon

• Gabriel's

• Forty Acres

• Catering
• University Union and

• Union Underground

Invoices for IDT’d billing should be submitted using the Backup Documentation form in Jira.

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.

TERM

DEFINITION

OOEF

Official Occasion Expense Form. This form is required for all events and has various levels of approval.

Budget

Budgets are a list of expected expenditures for all food/catering, venue rental, AV, flowers, other perishables, alcohol, parking, postage, promo items, entertainment, non-perishable purchases, and any other item not listed here that may be purchased with university funds. Budgets must be provided for any event or meeting over $1,000.

Department/Unit Requestor

Department/Unit requestors are employees delegated to submit OOEFs via DocuSign.

IDT

Interdepartmental Transfer. Is used Used to bill departments for services provided. IDTs are initiated by the person who provides the service.

ROLE

RESPONSIBILITY

Department/Unit Requestor

Designated by department head to be allowed to complete OOEFs. Department/Unit Requestors must complete OOEFs before events occur; compile and reconcile all invoices; ensure all invoices are submitted within 60 days of the end of the event; reconcile budgets for events over $1,000.

Department/Unit Head

Confirm OOEF requestor delegations. Ensure proper internal approvals and procedures within Department. Department/Unit heads can create more restrictive policies which must be approved by the Dean.

UGS/EM UC BOSS Finance and Administration Staff

Process invoices and image backup documentation for event expenses. Provide answers to process and policy questions. Keep Wiki and Jira updated as policies and procedures evolve.

Assistant Director of Finance and Administration

Oversee UGSEM Finance and Administration Staff. Review and approve all OOEFs $999 and under. Review OOEFs $1,000 before CBO approval. Review and approve all payment documents for expenditure. Communicate policy and procedure changes to Department/Unit Requestors.

Chief Business Officer (CBOChief Business Officer (CBO)

Oversee policy review and elevate review to the Dean. Provide exception approvals. Review and approve all OOEFs $1,000 and above. Review and approve any OOEF with expected alcohol expenditures. Communicate with Department/Unit heads about policy changes.

Dean

Provide additional approvals and review of OOEFs , policy, and procedure over $5,000; implement policies and procedures as needed.

Central Accounts Payable

Reviews and approves all OOEF expenditures paid via VP2 or VPE. Policy holder for HBP 9.1.1

Department/Unit Requestor

Designated by department head to be allowed to complete OOEFs. Department/Unit Requestors must complete OOEFs before events occur; compile and reconcile all invoices; ensure all invoices are submitted within 60 days of the end of the event; reconcile budgets for events over $1,000.