Official Occasion Expenses

POLICY

Expenditures of University of Texas at Austin funds for entertainment should support the institutional mission and must serve a business purpose. These type of expenditures require pre-authorization using the Entertainment + Events Official Occasion Expense Form (OOEF). Generally, entertainment expenditures include food and beverages (perishables), facility rentals, flowers, invitations, and other similar expenses. This includes purchasing perishables for use in research studies. Your designated admin support person can assist you through this process–follow the steps below.

Process:

All OOEF requests must be submitted AT LEAST 10 business days prior to event.

1. Contact your designated admin support person to notify them of your intent to purchase perishables 
2. Identify the items you need to purchase or order and the preferred vendor you would like to use (an alternative vendor may be necessary due to UT policies)
3. Your designated admin support person will prepare the OOEF Form
4. You will be notified when the OOEF has been approved
5. Purchase approved items with the department procard when possible