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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:
(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.
Catering agreements must be approved/signed by the Business Contracts Office at least 7 days prior to the event . 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.
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