Official Occasional Expense Form - OOEF

An “official occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by The University of Texas at Austin 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, planned retreats, staff meetings, unit or department morale-building events, student membership activities, and other similar activities. Further restrictions may apply to grant funding.

Administrative/Business meeting generally involve two or more people, must include a University employee, are agenda driven, and directly concern University Business.

General entertainment expenditures include food and beverages, facility rentals, flowers, invitations, and other similar expenses.

Some tips:

• An OOEF needs to be fill for each event. 
• If attendings are the same, the OOEF can have several days.  However, if the attendees change, you need a different OOEF according to those attendees 
• When creating a VPE, If you have several OOEFs and only one receipt. it is advisable to have one line for each item, as shown in OOEF actual cost. 
• You need Dean’s office approval when you want to order items using a PO.  The OOEF has to be final approved BEFORE you approve the PO.  The PO has to be in created status, so the Dean’s office approves. 
• It is also advisable to add tip, or delivery fees to an estimate. If the OOEF is under, you just add the actual cost to the approved OOEF.  However is not advisable to change the final cost if it goes higher. You need to create a new OOEF and get approvals again for that case.