Official Occasion
Overview
All official occasions paid for with university funds must be be approved using an Official Occasion Expense Form (OOEF). An "official occasion" is defined as a reception, dinner, lunch, or similar event that is sponsored and funded by the department. An OOEF is the document you sign and submit, along with all itemized receipts, to our department's Finance person to process for reimbursement.
Occasions that may incur qualifying purchases might include:
Recognition or promotion of academic achievement and/or service to the university
Recruitment of faculty, staff, and students
Communication of intellectual ideas and/or exchange of administrative and operation information
Support of institution sponsored events or of a program of continuing education.
(You can find a more exhaustive definition of OOEFs in the UTexas Handbook and also read below for an outline of the submission process.)
Guidelines and Rules
The OOEF and Event Sheet should be submitted at least 1 week prior to the event date to ensure the account allows entertainment, etc. For larger events needing catering, etc, please submit a month ahead.
Original, itemized, paid receipts must be submitted.
We cannot reimburse sales tax, except for dine-in. (If you will purchase food or beverages from a grocery or others store, or from a restaurant as carry-out/takeaway, you must provide a tax exemption certificate to the vendor.)
The limit of $100 per person (incl tax and tip) cannot be exceeded. A person may elect to expend more per person on the entertainment event; however the actual reimbursement will be limited.
Tips and/or gratuity cannot exceed 20% of the subtotal.
Alcohol expenses cannot exceed the cost of food. See Alcohol Guidelines.
On-campus Catering with servers (ie, staffed by the caterer) requires an agreement signed by the UT Business Contracts Office prior to the event. Therefore, you must notify our office 30 days prior to the event if on-campus catering or a contract is needed. Faculty and staff do not have signature authority. If a form is submitted after the fact, the finance office cannot guarantee that all expenses will be reimbursed. The Business Contracts Office is the only office approved to sign catering agreements.
Process
Add or update your non-payroll direct deposit acct: Reimbursements: Non-payroll Direct Deposit Bank Account: Setup and Updates
Fill out an OOEF. Be sure to fill out all relevant fields, including:
Object Code: this is a drop-down menu to select the object code that best describes the event.
Department: “Theatre and Dance”
Location of Event: Where this event is occurring. If it is on campus, please list either the theater space being used or room number.
Date of Event: When the event is occurring - please use the format mm/dd/yy
Account to be Charged: Write down the account number that the funds will come from.
Payee: Who is receiving the payment for the event, or the name of the company.
Participants/Group Attending: List names and titles of each attendee (if fewer than 10) or note estimated number of attendees (if more than 10).
Purpose: Include type of occasion (breakfast, lunch, dinner, refreshments) and brief explanation of the purpose of the event.
Benefit to UT: PThis is a drop-down menu. Select the option that best described how the event benefits the University, Staff/Faculty, or students.
Actual Cost: The total cost of the purchase(s) - even if it is an estimate, please put a number.
Estimated Costs: If a reception or other large event, attach an event or catering sheet with proposed vendor, items, and cost. If alcohol will be served attach a copy of the email approval. See Alcohol Guidelines for obtaining approval.
Average Cost per Person: Entry required. The cost per person must not exceed the established per person limits listed in Guidelines and Rules (see above).
Submitted By: Please leave this blank. The Administrative Associate, Conner Gilbert, will send the OOEF via DocuSign to obtain the requestor’s signature and area head signatures if T&D accounts are being used.
Attach an Event Sheet if the OOEF encompasses multiple vendors/services for the event date. A Word Document should list each proposed occasion (breakfast, lunch, dinner, snack) and/or service (facility services, rentals, on campus events such as bowling, swimming). Add the estimated dollar amount.
Submit OOEF and Event Sheet to Conner Gilbert (conner.gilbert@austin.utexas.edu) for departmental approval prior to the date of the event. If a form is submitted after the fact, the finance office cannot guarantee that expenses can be reimbursed.
Once Departmental Approval has been obtained via DocuSign, Conner Gilbert will contact requestor regarding direct billed or individual purchases. Any and all itemized sales receipts and invoices must be submitted after the event.