Purchasing for food and drink in any form (HE Card, PO, reimbursement) requires that an OOEF be given to the VAC admin.  You can find that form HERE.  Only one OOEF per event is needed, even if there are multiple charges. 

The OOEF does not have to be pre-approved, except for alcohol restrictions (see below).  But the OOEF must be provided with the receipt or invoice

If you are inviting a guest to campus for three or more days, see BACKGROUND CHECKS section.

This is how we pay for most food and drink at the VAC.  This includes events (receptions, programs, etc.) and spontaneous meals (dinner with an artist, lunch for the prep crew, etc.).

See Com Cards section for details.

Warning: If any alcohol will be involved in the purchase, read the Alcohol Restrictions section before the purchase.

Read the Reimbursment section.  Below are details specific to travel reimbursements.

You need to provide proof of payment, as well as an itemized list of what was bought.  Sit down restaurants often provide these on two different receipts.  Be sure to hand in both.

A tip can only be up to 20% of the pre-tax total.  Be sure to include tips the restaurant has placed on the bill automatically.  They count towards the 20% limit.

See Alcohol Restrictions section. 

See the Sales Tax and Tipping section.

Entertainment costs are limited to $100 per person, per meal or event, including tax and tip. 

The number of people (and their names if there are 10 or fewer) is included on the OOEF.  If a reimbursement receipt shows more than $100 per person was spent, the extra will not be reimbursed.  If the HE Card was used, the user will be required to personally repay UT the extra amount.

If you are travelling outside Austin, and you pay for a business meal (you pay for yourself and someone else), then it’s reimbursed as entertainment, not travel.  Meaning that a receipt will be needed and all entertainment policies will have to be followed.

Similarly, if a guest is in Austin, and you pay for a meal with them, and you are being reimbursed (not the visitor), then it’s reimbursed as entertainment, not travel.  Meaning that a receipt will be needed and all entertainment policies will have to be followed.  

See the AAH and VAC House Accounts section.