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.
...
3.1 GENERAL ENTERTAINMENT INFORMATIONAnchor policy1 policy1
To authorize entertainment costs with an OOEF, all expenses required to execute the event must be included for approval, e.g. food/catering, space rental, audio visual needs, performers, and flowers. Entertainment expenses are limited to $100 per person (which includes food, alcohol, tax, and gratuity). Costs that exceed this amount will not be paid or reimbursed using university funds. Further restrictions may be defined in this policy for specific types of gatherings. Units are not required to get a per person cost when there is a contract or PO that includes food and non-food expenses.All events and business meetings that exceed $1,000 will require a detailed budget to be provided with their Official Occasion and Expense Form (OOEF). OOEFs without budgets will be declined. All OOEFs $1,000 and over will require Chief Business Officer and/or Dean’s approval. Events totaling less than $1,000 will not need to include additional budget detail. Gratuities will be limited to 20% of the subtotal before sales tax. Gratuities over this amount will not be reimbursed or paid with university funds. Employees, staff, students, visitors, and contractors are expected to be good stewards of university funds. The Chief Business Officer and/or Dean reserves the right to deny reimbursement of expenditures. |
...
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
...
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. 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. | ||
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. | ||
Chief Business Officer (CBO) | Oversee policy review and elevate review to the Dean. Provide exception approvals. Review and approve all OOEFs. 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 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. |