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A Procard cannot be used to purchase alcohol.
Alcohol expenses at dinner are reimbursable, if the meeting or event is for recruitment or a developmental purpose and/or donors or distinguished guests are in attendance.
Alcohol is not reimbursable for business meetings conducted during breakfast or lunch.
Alcohol will only be reimbursed up to 50% of the food and drink subtotal before tax, tip, & fees. Per UT policy, Alcohol expenses more than 50% of the subtotal before taxes, fees, and tips, will not be paid using UT funds.
Narrow exceptions allowed in the HBP Policy (See: 9.1.1.4.2 Maximum Permitted Amounts)
Serving Alcohol at Events in a Non-licensed Venue including a Private Residence: The vice president for legal affairs recommends that a TABC licensed caterer or bartender be used for all events. University employees should not be used as servers at an event unless it is in their official job description (even if they are TABC certified). If undergraduate students will be in attendance, a licensed TABC bartender is required.https://provost.utexas.edu/policies-and-compliance/serving-alcohol-on-campus).
Alcohol on Campus: Generally, alcoholic beverages cannot be served on property and in buildings owned or controlled by The University of Texas System or UT Austin. See Board of Regents’ Rule 80102and HBP 9.1.1 for additional details.
For exceptions, a pre-approved exception must be attached to the OOEF.
To request to serve alcohol on campus at a non-licensed venue, submit an exception requestin advance of your event.
Review the Guidelines to request an exception (for on-campus alcohol) provides more details, as well as the list of campus locations that are preapproved for alcohol. HERE
Students: If the event is considered a student event, alcohol is not permitted. That is, alcohol is restricted on accounts with Centrally Funded Fringes (CFF) report codes. These funds must be used to support student academic services, events, or materials. Meals and refreshments are not allowed unless for events in support of student and/or academic services where most of the attendees are students. These accounts can never be used to purchase alcohol. Academic Excellence funds can be used for general entertainment (but no alcohol) expenses.
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Entertainment expenses involving only UT employees (faculty & staff) and for special/infrequent occasions, which may involve both employees and student employees (both graduate and undergraduate) should not exceed $35$100.00 per-person (including food, beverage, tax, and gratuity).
Exceptions to this rule will no longer be approved and will be the responsibility of the employee(s).
Frequency of special gatherings involving food/entertainment expenses should be limited to no more than three times yearly (e.g., start-of-year, holidays, end-of-year, etc.)
Regularly recurring meetings, including faculty and staff meetings, should not include food/beverage.
Business Meetings: Meal expenses for a business meeting of two or more UT employees cannot be reimbursed if it could have been scheduled during working hours (not just for convenience).
Team Building/Group Retreats: Should occur infrequently (i.e., not more than once yearly), and costs for these events should not exceed $50 per-person for the total event.
Employee celebrations (faculty & staff): Should be kept to a reasonable occurrence (e.g., quarterly birthday gatherings, not individual ones), and not exceed $5 per-person in attendance.
Holiday Parties: Endowment accounts may not be used to pay for holiday parties. Use Various Donors/Various Purposes (VD/VP), Excellence, or other non-core (self-sustaining) accounts.
Retirement Parties: Chairs/Professorship endowments cannot be used for retirement parties; however, excellence funds endowments may be used to pay for retirement parties.
Baby Showers & Other: Non-work-related personal events may not be paid for/reimbursed with university funds.
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Length of service merchandise awards (non-cash) should not exceed $400.00; awards valued more than $400.00 must be included in the employee’s taxable income.
Employee merchandise awards (non-cash, non-length of service) should not exceed $50.00; awards valued more than $50.00 must be included in the employee’s taxable income.
Inscribed awards are excluded from taxation requirements since those awards that have been inscribed have a fair market value of zero.
These are university-wide rules. Read more about this topic in HBP 9.1.8 Awards.
Parking/Transportation:
Parking and Transportation services (such as Lyft) are not reimbursable on OOEFs.
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