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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INITIATING POWERFORMooefinitiatingpowerform

Open the DocuSign OOEF Power Form.

Department OOEF Initiator: enter your name and EID email address.

Department OOEF Signer: enter the name and EID email address for the Department OOEF signer.

This may be you. If so, enter your name and EID email address in both sections of the PowerForm.

Click “Begin Signing”

Enter the access code to continue. Click "Validate."

You received an Access Code in your DocuSign training and/or via email from The Business Office. We do not provide this code in this document to ensure only staff trained to use our system have access. If you need the access code, submit a General Help Request.

1. The next screen will show a pop-up with the header “Please Review & Act on these Documents.” 
2. You must click the check box next to “I agree to use Electronic Records and Signatures.” Click "Continue".
3. You can also choose the “Other Actions” drop down to Finish Later or Decline to Sign.
   • Finish later will allow you to return to this document, but will not delete it from your DocuSign Inbox.
     • 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.
   • 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. 
4. Once you accept and continue, the OOEF is now available to be completed. 

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SECTION I: DEPARTMENT

• If you are unsure of the account, check your budget plan with your manager/director. 
• If you are hosting an event with multiple vendors, you may leave the "Payee" blank or list them all here. 

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SECTION II: EVENT

• If event has already happened, enter a justification in the pop-up text box and complete V. Post-Event Information
• If alcohol will be served on UT property, enter the 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 for auditing purposes. 

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SECTION III: PARTICIPANTS

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SECTION IV: PRE-EVENT

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SECTION V: POST-EVENT

• Enter the actual event costs and attendance when completing the OOEF after-the-fact.
• OOEFs submitted after the event will require additional justification.

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SECTION VI: APPROVAL SIGNATURES

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 $1,000 or over, you must now attach a budget document using the paperclip icon. You may use our UC template or your own document.Include any attachments that you'd like; budget summaries are helpful but not required.
• 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.

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HOW TO SIGN

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:

2. You may need to click the check box next to “I agree to use Electronic Records and Signatures.” And then click "Continue".
3. 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
4. Most of the boxes will now be shaded red that need review. If anything needs to be changed, you can do so now.
5. Changes will not be sent back to the creator for review.
6. 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.
7. 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.
8. 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.
9. You may provide any comments in the gray box that appears next to your signature. This is optional.
10. You may attach any documents, emails, invoices using the paper clip to the right of your signature.
11. Click finish in the right-hand top of the screen.
12. DocuSign will confirm your Document has been signed with a pop-up window. You can select “Close”.

    1. ←

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LAST STEPS

Your OOEF will now route to the Assistant Dean/Chief Business Officer.

Once your OOEF is approved by the Business Office signers, 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. 

The OOEF will remain on file with the Business Office. If you have adjustments or changes to your OOEF once it’s been finalized, submit a General Help Request for assistance.