Expenditures of University of Texas at Austin funds for entertainment should support the institutional mission and must serve a business purpose. Generally, entertainment expenditures include food and beverages, facility rentals, flowers, invitations, and other similar expenses.
Official Occasions
An “official occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by UT and is often hosted by an administrative officer. These functions are normally associated with special programs, university guests, faculty, and staff recruitment. Examples include conferences, workshops, seminars, development events (donor receptions, fundraising activities, etc.), planned retreats, staff meetings, unit or department morale-building events, and other similar activities. All OOEF requests must be submitted to Dell Med Finance at least 10 business days prior to the event.
Administrative/Business Meetings
Administrative/Business meetings generally involve two or more people, must include a university employee, are agenda-driven, and directly concern university business. Business meeting expenses may be reimbursed if the meal or light refreshment is an integral part of the meeting, rather than simply a matter of personal convenience, and the meeting time encompasses a regular meal time and could not otherwise be scheduled during regular working hours. University funds cannot be used for social lunches between two or more university employees.
For business meetings between two or more Dell Medical School employees, departments must obtain prior approval using the Official Occasion Expense Form (OOEF) in order to seek meal reimbursements and/or request payment. Approval is contingent upon the agenda, purpose and benefit to the University.
Entertainment Expenses
Expenses incurred for official occasions and entertainment may be reimbursed according to the Entertainment and Official Occasion Expenditure Policy Chart.
In any instances where these policy additions or monetary limits conflict with the Handbook of Business Procedures, the policies specific to Dell Medical School will be enforced.
Non-allowable Expenses
- Employees Meals. Reimbursement will not be allowed when two or more employees choose to have a meal together or conduct business as an incidental part of the meal, or when the meeting could have been scheduled during regular working hours.
- Staff Meetings/Personal Celebrations. Reimbursements for or payments of non-agenda driven staff gatherings, employee birthday celebrations, wedding showers, anniversaries, farewell gatherings (other than retirement), and other similar events are not permitted.
- If a University employee is not hosting a guest, reimbursements for individual meals using an Official Occasion Event Form are not allowed on University funding due to the personal nature of the expense.
Approval Reminders
Planned events and occasions must be approved prior to the function if the total anticipated expense is $1,000 or more or if alcohol will be served. Events at the Division of Housing & Food, Texas Union, AT&T Conference Center, and Darrell K Royal-Texas Memorial Stadium require prior approval regardless of the amount.
Requests to exceed the reimbursement limits will be considered on an individual basis. Requests to exceed the average cost per person limit must be made in writing and sent to the Dean of Dell Medical School for approval 10 days in advance of the event. If the 10 day advance notice qualification is not met, any amount exceeding the per-person limit will not be reimbursed and must be covered by the individual purchaser.
Faculty and Staff may not approve their own Official Occasion Expense (OOEF) forms and reimbursement requests, regardless of the amount. Subordinates may submit but not approve their supervisors’ reimbursement vouchers.
Tiered Meal Amount Limits for Time of Day
- $30 per person – Breakfast and Lunch (Midnight to 4:59 p.m.)
- $75 per person – Dinner (5:00 p.m. to 11:59 p.m.)
- $25 per person – Department Receptions
The per-person limits will be strictly enforced and any amount exceeding them will, in most cases, not be covered by University funds and need to be absorbed by the individual purchaser. Gratuities should not exceed 20 percent of the bill subtotal before sales tax and any tip over that amount will not be reimbursed.
Recruitment / Visitors
Every effort should be made to limit the number of people invited to meals associated with the recruitment of prospective employees. Since recruitment meals are intended as interview sessions, there should be minimal additional guests, if any.
Allowable recruitment and visitor expenses include airline/travel, hotel, internet charges, and meal expenses. Payments for alcohol, hotel movies, gym/workout room passes, laundry, and other similar expenses are not allowed.
Companion of a University Guest or University Host
For an entertainment expense to be allowed, the presence of all people attending the relevant event must serve a bona fide business purpose. This business purpose must be properly documented on the Official Occasion Expense form. Companion expenses are generally not reimbursed unless they are for receptions, development, distinguished visitors/lecturers, or recruitment purposes. Expenses for a university host’s companion are usually only reimbursed if the guest also brings a companion.
Reimbursements for spouses and guests are not allowed while the employee is traveling on University business unless the event is covered under UT System Administration Policy Library, UTS120-Spousal Travel Policy.
Social Club Memberships
Social club memberships and monthly fees should be paid as personal expenses unless the membership is essential to performing job duties. In these instances, the membership must be used strictly for business purposes. Advanced approval signed by the current Dean, Vice President, Provost, and/or President is required. Approval letter templates and the University policy can be accessed in the Handbook of Business Procedures, Part 9.1.1 Section I.
Faculty and staff may be reimbursed for these expenses, or the vendor may be paid directly. Academic staff must have social club memberships approved by the Dell Medical School Dean, and administrative staff must have them approved by the President's Office. Dues for Deans or Vice Presidents require approval from the Provost’s or President’s Office.
Alcohol Reimbursements
- No alcohol will be reimbursed during breakfast or lunch meals (midnight to 4:59 pm).
- The charge for alcohol on any meal’s bill cannot exceed 50% of the total bill.
Alcohol served at functions will adhere to the following guidelines:
Alcoholic beverages may not be served in campus facilities unless an exception has been requested from and approved by the Provost's Office PRIOR to the event.
The guidelines for the type of events for which an exception may be approved are defined as activities having a broad developmental focus. Some examples of approved exceptions are: an advisory council dinner or a reception for a donor; an opening of a building or an art/museum exhibit; an alumni gathering, or other developmental outreach-related event. Receptions held in conjunction with invited regional/national conferences and symposia hosted by the University must also request an exception for alcohol to be served.
Activities which do NOT fall under the guidelines for an exception are: retirement parties; birthday parties; holiday parties; staff, faculty, or student gatherings; and meetings or events organized and presented by registered faculty, staff, or student organizations.
Any exception will be made with the following conditions:
The alcohol must be served by a caterer holding a valid TABC license to serve alcohol and all pertinent laws regarding alcoholic beverages must be observed. No exceptions to these criteria will be made.
The area where the alcohol is being served should be monitored to ensure that only invited guests participate in the event.
Events that do not qualify for an exception may be booked within a facility with a license to serve alcohol, such as the Texas Union, AT&T Executive Education & Conference Center, UT Club, Ex-Student's Association, or Erwin Center.
To request approval to serve alcoholic beverages on campus, please submit an Exception Request.
Helpful Links and Resources for Entertainment Payments
- Handbook of Business Procedures – Entertainment and Official Occasion Expenses
- Alcohol Exception Request
- Official Occasion Expense Form (OOEF) Link - Refer to Entertainment Expense Form page BEFORE using this link