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Please Note: Once you submit the work order, don't be alarmed if it is not approved right away. Facilities approves orders based on the date of the event, not on how early you submitted your work order. However, you must submit a request a minimum of 2 weeks ahead of the event date to avoid late fees and penalties. If you need to email them for an update, email facilities@austin.utexas.edu or fs-events@austin.utexas.edu 

University Guidance for On-Campus Food &

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Beverages

Food

Planning on having food at your event? Along with a Facilities Work order, you must also submit a Food Distribution Form to Environmental Health & Safety 7 days prior to the event. 

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Parking

For service vendors that require temporary load in/out parking, you will need to arrange a parking pass by contacting the Dean's Office Front Desk. The university has a limited number of spaces available for this purpose near the SOA buildings. The vendor will need to be provided with driving directions for accessing these spots, and upon arrival, you will need to provide them with the parking pass to display on their dashboard during their load-in/out activities. 

  • Please be aware that we cannot provide parking arrangements for event speakers or other attendees. These participants should be advised to use public transit or park in one of the university's parking garages. The garage nearest to the School of Architecture's buildings is the San Antonio Garage. 
  • If your budget allows, you can purchase Event Garage QR Code Permits from Parking and Transportation Services for about $12 / vehicle by filling out the Event Parking Request Form.
  • If a visitor requests ADA parking accommodations, a permit for one of our nearby ADA spaces may be requested through the university at least two weeks in advance by completing the form at  https://parking.utexas.edu/parking/ada-parking-map


PAPERWORK & PAYMENTS

Participant Payments

When an honorarium is being extended to a speaker, the school’s policy is that honoraria should include the participant fee and travel funds for airfare, ground transportation, lodging, etc., with the participant making all travel arrangements for themselves and then self-reimbursing with the honorarium.

  • Please be aware that honoraria, especially when extended to non-U.S. citizens/residents, requires a substantial amount of paperwork both for us and the visitor.
  • For non-U.S. citizens, certain visa requirements will apply, and the payment may be subject to a 30% tax. The school’s general practice is to “gross up” the honorarium to make up for this withholding using the formula: desired payment to speaker divided by 0.7 (e.g. $3,500 honorarium grossed up would cost you $5,000). Please keep this in mind when planning your budget. Please also be aware that honoraria cannot be extended to UT faculty members.
  • It is also possible to reimburse participants for direct travel costs (airfare, lodging) when an honorarium is not involved.

Once you have determined the type of payment you would like to extend to your visitors and that your budget can support, contact the Business Office to check that your plans are appropriate and to confirm the paperwork required.

Participant Purchase Orders / Contracts

Anyone being paid for providing a good or service to the school, such as a lecture, participation in an event, or a vendor providing services for an event, must be entered into UT’s vendor system in order to be paid. A purchase order or contract outlining the terms of the agreement must also be processed and approved before the service is performed. 

The steps for this process are outlined below. Get the process started by completing the SOA Payment Request Form.

  • Step 1: School sends “Payee Information Form” (PIF) to the individual via DocuSign, which they will fill out accordingly, and return with a copy of their driver’s license or passport (if being paid as an individual. If paying the company, ID is not required).
  • Step 2:
    • If the payee is a U.S. citizen/permanent resident: SOA Business Office sends purchase order information to UT Accounting for approval based on the agreed-upon honorarium amount. Turnaround time from receipt of PIF: allow 1 week.
    • If the payee is not a U.S. citizen/permanent resident: SOA Business Office sends contract information to UT Business Contracts Office (BCO) for approval based on the agreed-upon honorarium. Upon approval, the contract is sent to the individual for signature and is then countersigned by BCO. Copy is sent to individual for their records. Turnaround time from receipt of PIF: at least 2 weeks; allow more if possible. This is also the stage when the Business Office determines any visa requirements that may apply, and whether the 30% nonresident tax will be assessed.
  • Step 3: After service is performed, SOA Business Office sends an invoice to UT Accounting for payment processing, and a check is mailed to the address on the PIF.

Contracts

Some vendors require a contract. Intra-university contracts are usually executed at the unit level (if renting a space at LBJ Auditorium, for example), and outside contracts require UT Business Contracts Office approval via the SOA Business Office. You will need to fill out this form, and send it as a PDF along with your contract to vpcfo.contracts@austin.utexas.edu 

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  • Itemized, zero-balance receipts must be electronically attached to the OOEFl a credit card receipt alone is not sufficient unless it also includes itemization
  • Texas state sales tax is okay to pay at restaurants ONLY; nowhere else
  • Catering payments can be processed with an invoice and OOEF (submitted via one of the OOEF links above); NO Texas state sales tax on the invoice
  • Max reimbursement for tips is 20% of pre-tax bill amount
  • Not all UT accounts allow for official occasions and/or entertainment expenditures. If in doubt, contact the Business Office. 

Preferred Vendors

Flowers:

Food: 

Wine/Beer/Spirits:

The UT Office of Sustainability and Staff Council had also compiled a UT Catering and Food Vendor Sustainability Database to provide event planners with information on the sustainability attributes of over 70 area food vendors.