Page Comparison

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FAQTOP

GENERALgeneral

GENERAL

ADMINISTRATIVE/BUSINESS MEETINGS

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title Can we buy snacks or refreshments to keep on hand for staff in the office?
No, we are not allowed to purchase snacks or refreshments for staff consumption during the workday.

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title Can we buy plates, napkins, utensils, and cups?
These items can be purchased for events and business meetings only.  These items cannot be purchased to have on hand for in-office use. Can we buy other refreshments such as hot cocoa or juice under the blanket OOEF? If purchasing hot cocoa or juice for birthday celebrations, those can be purchased under the blanket OOEF.

RECRUITMENT/VISITORS

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No, we are not allowed to purchase snacks or refreshments for staff consumption during the workday.

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These items can be purchased for events and business meetings only.  These items cannot be purchased to have on hand for in-office use.

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If purchasing hot cocoa or juice for birthday celebrations, those can be purchased under the blanket OOEF.

EMPLOYEE CELEBRATIONScelebrations

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No, we are not allowed to purchase snacks or refreshments for staff consumption during the workday.

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These items can be purchased for events and business meetings only.  These items cannot be purchased to have on hand for in-office use.

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If purchasing hot cocoa or juice for birthday celebrations, those can be purchased under the blanket OOEF.

PROCARDalcohol

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No, we are not allowed to purchase snacks or refreshments for staff consumption during the workday.

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These items can be purchased for events and business meetings only.  These items cannot be purchased to have on hand for in-office use.

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If purchasing hot cocoa or juice for birthday celebrations, those can be purchased under the blanket OOEF.

ALCOHOL

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title How many folks can come to a meal with a job candidate?
No more than 4 without an approved exception. Three staff plus the candidate is the standard party size.

EMPLOYEE CELEBRATIONS

PROCARD

ALCOHOL

BLANKET OOEF

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title What are recurring office refreshments?
Recurring office refreshments are for the consumption by faculty, staff, students, and guests, including bottled water, soft drinks, coffee, cream, sweetener, candies/mints during business meetings and staff celebrations only. Can we buy snacks or refreshments to keep on hand for staff in the office? No, we are not allowed to purchase snacks or refreshments for staff consumption during the workday. Can we buy plates, napkins, utensils, and cups? These items can be purchased for events and business meetings only.  These items cannot be purchased to have on hand for in-office use. Can we buy

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title Can we buy other refreshments such as hot cocoa or juice under the blanket OOEF?
If purchasing hot cocoa or juice for birthday celebrations, those can be purchased under the blanket OOEF.

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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ooeftop

budgetsummary

Budget Summary Template

Department selected should be the department hosting and/or paying for the event

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Enter the Requestor name that you entered on step 3 of the previous section.

If you are unsure of the account, check your budget plan or with your manager/director. If both you and your manager/director are unsure of the account, enter XX-XXXX-XXXX. The Business Office will update this with the appropriate account based on your department budget plan.

You can enter the Payee if you wish for your records.

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Section II: Event Information

• Event Name is the official title of the function or meeting
• If event already happened, enter justification in pop-up text box and complete V. Post-Event Information
• If alcohol will be served on UT property, enter justification for alcohol in pop-up text below alcohol question
  • If YES, following OOEF DocuSign submission, complete Exception Request to Serve Alcoholic Beverages online form available on the Wiki here.
• Purpose and Benefit should be detailed, auditable, and should be more than one sentence. 

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Section III: Participant Information

• Participants
  • If 10 or less:
    • How Many? Enter total number of participants
    • Enter each participate name, title and affiliation in participants table
  • If 11 or more:
    • How Many? Enter total number of participants
    • Enter Name/Type of Group
  • If Dean Reddick is attending your non-university wide event, you must check the box and enter their name.
  • If you have a negotiated agreement and believe you do not need to adhere to the $100/person limit, check the box.
  • If the cost per person is over $100 or you expect alcohol will primarily be the expenditure on this OOEF, provide a justification.

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• Depending on your selections in Section II, you will complete the section open to you and provide the total cost/budget of the event.

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• Depending on your selections in Section II, you will complete the section open to you and provide the total cost/budget of the event.

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Section VI: Approval Signatures & Finalizing the OOEF

If you are the creator and signer of the OOEF, you will NOT be able to sign during the creation steps of the OOEF.

Review the notes below to move the OOEF into the official signing stage.

• If your event is $999 or under, you are now done with the completion of this form.
  • If your department has policies about providing budgets for all events or you would like to attach invoices, contracts, email approvals, or other backup documentation you may do so using the paperclip next to your name. These are not required by the Business Office for events under $999.
• If your event is $1,000 or over, you must now attach a budget document using the paperclip icon.
• If you now believe you’re finished, click “Finish” at the top of the page.
• DocuSign will either close your document once you hit finish or prompt you to complete any red boxes that are required.
  • You can navigate red boxes using the yellow prompt on the left of the document. This will take you through every box available including boxes on the budget document.
  • The required boxes will now be red with dots around them.
  • Once you’ve filled out all required boxes the dots will disappear.
  • Once you’ve filled out and cycled through all required boxes, the yellow flag on the left will disappear.
• Once the yellow flag on the left is gone, or all the red boxes are completed, you can click Finish again.

ooefhowtosign

Officially Signing the DocuSign

1. Once the OOEF form fields are completed, you or your official signer will receive an email requesting review and approval.
2. Clicking on the “Review Document” prompt in the email will open the OOEF in a web browser.
3. The screen may again show up with the header “Please Review & Act on these Documents.” With a large burnt orange bar below:

You may need to click the check box next to “I agree to use Electronic Records and Signatures.” And then click "Continue".

You can also choose the “Other Actions” drop down to Finish Later or Decline to Sign.

1. Finish later will allow you to return to this document, but will not delete it from your DocuSign Inbox.
   1. 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.
2. 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. If you accidentally choose this option reach out to EM-Support@austin.utexas.edu

Most of the boxes will now be shaded red that need review. If anything needs to be changed, you can do so now.

Changes will not be sent back to the creator for review.

You cannot change the Total Requested budget or participant information. In order to change this, you must void the entire OOEF.

1. To void the entire OOEF click on “Other Actions” in the top right, and choose “Decline to Sign”. Put the reason you are declining so the creator gets a notification of what needs to be adjusted.

If you have made changes or have no changes, click on the yellow flag on the right-hand side of the form to navigate to the signature section.

Click “Sign”

1. A screen may pop up to Confirm your name and signing style you’d like to use. If your name is spelled incorrectly, please adjust it. You may have DocuSign sign in the font you choose, draw your signature, or upload a picture of your official signature.
2. Once your name and signature are as you’d like them, click Adopt and Sign.

You may provide any comments in the gray box that appears next to your signature. This is optional.

You may attach any documents, emails, invoices using the paper clip to the right of your signature.

Click finish in the right-hand top of the screen.

DocuSign will confirm your Document has been signed with a pop-up window. You can select “Close”.←

ooeflaststeps

Last Steps

Your OOEF will now route to Associate Director of Finance and Administration. For all OOEFs over $1,000 they will route to Assistant Dean/Chief Business Officer.

Once your OOEF is approved by the Business Office signers, you and your signer (which may be you) will receive email notification that your OOEF is completed.

At any time if you’d like to check the status of your OOEF, you can do so in your DocuSign account here. You may also email EM-Support@austin.utexas.edu if it has been more than 5 business days since your submission.

The OOEF will remain on file with the Business Office. If you have adjustments or changes to your OOEF once it’s been finalized, email EM-Support@austin.utexas.edu for assistance.

For events $1,000 and over: the Business Office will add you to a Jira ticket and provide a link to the box folder where your OOEF reconciliation files should be shared. Information on how to reconcile an OOEF budget can be accessed here on the wiki. All events are required to be reconciled within 60 days of completion of the event.

Process Map

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title What is the maximum per person cost under the blanket OOEF?
Maximum amount per person is $5.00.  If expected per person amount exceeds the maximum by a considerable amount, a separate OOEF should be submitted for approval .
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title Forms & Templates
EXCEPTION REQUEST
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title Completed OOEF EXAMPLE
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