For Undergraduate College employee use only. If not an employee of the Undergraduate College, contact your UT school or department's business office for assistance.

OOEF FAQ

Owned by
Katy Buchanan
Last updated: May 21, 2024
2 min read

GENERAL

 A catering vendor is providing a package that includes food, alcohol, and staffing expenses, but the cost per person is exceeded. Do we need an exception?

Cost per person is not required when utilizing a negotiated package price. Be sure to route any documents requiring signatures via JIRA for approval.

 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.

ADMINISTRATIVE/BUSINESS MEETINGS

 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.

RECRUITMENT/VISITORS

 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

 Can we have a birthday party for each member of our team?

We encourage departments to offer celebratory opportunities as a means of maintaining staff morale; however, those opportunities should be limited to monthly occurrences and not exceed $5/person in expense.

PROCARD

 Can I put catering charges on the ProCard?

Central Market and Whole Foods are the only local vendors that can offer catering that is allowable on the ProCard since they are classified as a grocery store.

 Can I use my ProCard at HEB?

Yes, as long as you provide the State Tax Exemption Certificate. 

 Can we use the ProCard at bakeries?

Yes, as long as you provide the State Tax Exemption Certificate.

ALCOHOL

 Can alcohol be served at an on-campus event?
Alcohol is only authorized in campus facilities that are licensed to serve alcohol by the State of Texas. To serve alcohol outside of these locations, an exception must be requested and approved prior to your event. Vouchers without this approval will be rejected by Accounts Payable. More information is available here.
 Can alcohol be served at a student event?
If undergraduate students attend the event, the alcohol must be served by a TABC-licensed caterer/bartender.
 My final catering invoice shows that alcohol exceeded the cost of food by more than 50%, and I didn't have a negotiated package price. What do I do?
An exception must be requested and approved to issue payment. Exceptions require justification documented on the OOEF and approval by the dean or vice president. Official delegates may not approve these exceptions. Exceptions for the dean require additional higher-level approval. Exceptions are required regardless if the payment is by reimbursement or vendor payment.

BLANKET OOEF

 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 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.

 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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