Official Occasions & Entertainment Expenses Policy

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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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• Policy questions: Handbook of Business Procedures
• Voucher Processing Handbook (PDF) from the Office of Accounting 
• DEFINE VPE issues or comments about this guide: UGS Business Office

VPE Documents

• Itemized invoice(s) with goods/services received stamps–should include receiving signature and date stamp
• Copy of signed executed contract unless procured on a purchase order
• Approved Official Occasion Expense form (OOEF), required for entertainment expenses
  • OOEFs must be approved by the administrative manager prior to the event. Send requests to the UGS business office including a list of attendees and itemized budget. 
• Additional information and guidelines can be found on the Office of Accounting website