Entertainment and Meal Reimbursements

• An Official Occasion Expense Form is required for all events and business meals (excluding meals purchased while on official travel). 
• Entertainment expenses are limited to $75/person (including tax and gratuity).  Alcohol cannot be more than 50% of the event cost (before tax), and gratuity cannot exceed 20% of the pre-tax amount.  
  • If you spend more than the $75 per person limit, the 50% alcohol cap, or the 20% tax limit, the Accounting Office will not reimburse the overage.  
• If you are planning to use a Procard to make any purchases for your event, the Official Occasion Expense Form must be submitted at least two business days before the event.
  • The Procard cannot be used in restaurants, but with pre-approval can be used to purchase food or event supplies in grocery stores.  The user will need to present a Texas Sales and Use Tax Exemption Certificate (PDF) at the time of purchase.
  • As with all other Procard purchases, users are responsible for submitting a Procard Charge Form and original receipt, and for ensuring that sales tax is not charged on the purchase.  
• To request reimbursement for a meal or entertainment expense, submit a Entertainment Payment Request
• Prior approval is required to serve alcohol on campus, and a TABC certified bartending service may be required to serve alcohol at on campus events.
• Contact Admin Associate for assistance with catering, room reservation requests, or permission to serve alcohol on campus.

Policy References

HBP Part 9.1.1

Entertainment and Official Occasion Expenditure Policy Chart

Accounts Payable

Official Occasion Expense Form

https://www.utexas.edu/provost/policies/alcohol_guidelines/