Official Occasions & Entertainment Expenses Policy

The Official Occasions & Entertainment Expenses Policy covers the requirements and procedures to be followed for the funding, payment, or reimbursement of all official occasion expenses. This policy applies to all units within the School of Undergraduate Studies, regardless of the source of funds. 

Official Occasion Expense Form

The Official Occasion Expense Form (OOEF) is for any working business meeting, official or annual event, conference, or workshop. Bring signed and completed forms to the dean's office 10 business days before the event.

OOEFs must be processed any time university funds are used to pay for food, beverages, flowers related to an event, greeting cards, and sometimes parking. An “official occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by UT Austin (e.g., conferences, meetings, planning retreats, staff meetings). These functions are normally associated with special programs or conferences, university guests, faculty and staff recruitment, or business meetings that span a meal time. 

Please remember that 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. All alcohol service must follow the Guidelines for Alcohol Service.

• Handbook of Business Procedures information on Entertainment and Official Occasion Expenses

Outside contracts

Outside contracts are for individuals, such as musicians or photographers. Each request must be approved by your supervisor prior to the event. You must request that the UGS Business Affairs office process the Authorization of Professional Services Form (APS) and Employee/Independent Contractor Checklist 10 business days before the event.

School of Undergraduate Studies programs entering into a business contract or agreement with an outside contractor must follow the Office of the Vice President and Chief Financial Officer’s guidelines for submitting business contracts for review, approval, and execution. Following the VP/CFO guidelines, departments may submit contracts for review directly to the Office of the VP/CFO using their required Business Contract Review Form. However, departments are encouraged to work through the Dean’s Office for appropriate advance preparation of documentation to enhance its likelihood of being executable by the university.

Administrative Tasks: Contractors Not Affiliated with UT

1. Contact the UGS Business Affairs office with the name of the individual that will be providing the contract services to see if person is set up in mainframe to receive payments from UT Austin (i.e., honorarium, reimbursement of travel expenditures, etc.). 
   1. If the individual is not set up to receive payments, provide the contractor with the Payee Information Form (PIF) and forward the completed copy (with copy of the payee's photo ID or social security card) to the UGS Business Office. The PIF will a establish vendor ID to pay the individual for services and a UT EID will be assigned to the person.
2. Fill out the typeable Authorization for Personal Services (APS) form, have a management-team member sign the Chairperson/Director line, and forward it to the UGS Business Affairs office for approval.
3. The UGS Business Office will send a copy of the approved APS or AIS form to the preparer after approvals have been sought.  After approval, administrative support may book Centrally Billed Airfare and lodging to be billed to UGS if necessary.
4. After the individual has provided services, acquire the contractor’s signature at the bottom of the APS or AIS form.
5. Send the signed form along with any travel expenses to be reimbursed to the contractor to the UGS Business Office for processing.

Hotel & Catering Agreements

Departments are required to direct agreements involving hotels and/or catering for official conferences/meetings to UGS Business Office for review. Provide a copy of the approved APS/AIS form with any invoice for lodging to process payment. 

The School of Undergraduate Studies entering into a business contract or agreement with an outside contractor must follow the Office of the Vice President and Chief Financial Officer’s guidelines for submitting business contracts for review, approval, and execution.

• Sample Standard Hotel Agreement (PDF)
• Sample Hotel Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement (PDF)

Ordering Food

It is significantly quicker to pay caterers who already have a direct billing account set up with Undergraduate Studies. Please contact the administrative staff in your area for a list of those caterers.

Tipping & Gratuities

According to university policy, tips should not exceed 20 percent. Tipping and gratuities will be reviewed as part of the estimate on official occasion expense forms (see above), which should be completed and approved in advance of the purchase.      

Helpful Links

• Centrally Billed Airfare
• AT&T Conference Center (lodging to be billed to UGS at UT rate)
• Mansion at Judges Hill (lodging to be billed to UGS at UT rate)
• Payee Information Form (PIF): Use this form to set up vendor identification (VID) numbers

OOEF Questions?

• Policy questions: Handbook of Business Procedures
• Voucher Processing Handbook (PDF) from the Office of Accounting 
• DEFINE VPE issues or comments about this guide: UGS Business Office

VPE Documents

• Itemized invoice(s) with goods/services received stamps–should include receiving signature and date stamp
• Copy of signed executed contract unless procured on a purchase order
• Approved Official Occasion Expense form (OOEF), required for entertainment expenses
  • OOEFs must be approved by the administrative manager prior to the event. Send requests to the UGS business office including a list of attendees and itemized budget. 
• Additional information and guidelines can be found on the Office of Accounting website