Food for Events

According to the university, purchasing food items falls under “official occasions” and requires pre-authorization. Once your supervisor has approved the purchase, the SLC Admin will prepare Official Occasion Expenses paperwork for approval from the SLC Director and Dean’s Office. Food purchase requests should be approved by the Business Office at least ten days before the event.

All food purchases must come from an approved vendor and be billed using the house account. The pro-card can ONLY be used to purchase food from HEB, Central Market, and Sam's Club. Please contact the SLC Admin if you need to sign out the Procard. We maintain a list of approved vendors and account information in UT Box; you should receive new copies as they are created.

You should order yourself, but email the SLC Admin with any questions

IMPORTANT INFO:

1. Food can NOT be purchased using the Procard, except for Central Market, HEB, and Sam's Club.

2. Tipping is allowed up to 20% (must be included in your budget) as long as there is a Tip and Total line on the receipt, and the delivery person can provide a copy of the receipt where you can indicate tip and total for our records. Pizza places usually will have this, but places like Central Market that use a courier service will not.
3. Please turn in receipts to the Administrative Associate within three days of the event (the next day is preferred). Procard receipts are required on the same day (Central Market).
4. OOEF info must be sent to the Business Office with ten days' notice. Info due to SLC Admin roughly three weeks out to provide sufficient processing time.
5. We are tax-exempt! If you are charged tax, please work with the Vendor to remove the charge.

Direct Billing Vendor List - updated on Box regularly

Tax Exempt form (second page - Most vendors have this on file with our House Account info):