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.
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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.
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- 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 Undergraduate Studies. Please contact the administrative staff in your area for a list of those caterers.
Tipping & Gratuities
According to university policy, tips should not exceed 20 percent. 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.
Helpful Links
- Centrally Billed Airfare
- AT&T Conference Center (lodging to be billed to UGS at UT rate)
- Mansion at Judges Hill (lodging to be billed to UGS at UT rate)
- Payee Information Form (PIF): Use this form to set up vendor identification (VID) numbers
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