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Entertainment Expenses

Entertainment Expenses

Entertainment Expenses Glossary

Term

Definition

Term

Definition

Entertainment Expenses

expenses including food and beverage, facility rentals, flowers, invitations, and other similar expenses.

Official Occasion Expense Form (OOEF)

a form to give the accounting team information and documentation related to your purchase. The data on this form is required by the IRS and is necessary to process a reimbursement or entertainment expense. Please use the most up to date version of the OOEF (linked to the left) or it will be sent back to you for updates.

Here is a detailed guide on how to correctly fill out an OOEF.

AAH Processing Box

a Box folder to upload OOEFs and itemized receipts to for reimbursement or payment requests

Approved Food Vendor List

a list of approved vendors that allow faculty to not pay out of pocket for entertainment expenses. Please email the AAH Senior Admin (currently Alex Borden) for an updated list.

Alcohol Policy Exception Form

A request form that must be submitted and approved in order to serve alcohol at an on campus event

Guidelines for Entertainment Expenses 

  1. If you are hosting an event on campus, please work with staff to make sure that all University requirements and approvals are met. 

  1. If you plan to have alcohol at your event or dinner, it must be accompanied by food, and the cost of alcohol cannot exceed 50% of the amount for the entire dinner.  

  2. If you plan to serve alcohol on campus, you will to submit this form to get prior approval to do so.

  1. Graduate students are not allowed to pay for meals for guests or food for events. A faculty member should be present at all meals involving visitors. Exceptions can be made, but they must be approved by the AAH Accounting Lead (currently Brittny Johnson) prior to the event.  

  1. We encourage faculty members to utilize already approved direct billing venues for breakfast and lunch. This will help limit out of pocket expenses for faculty. For help using a direct billing venue, please contact the AAH Accounting Lead (currently Brittny Johnson) or the AAH Senior Admin (currently Alex Borden). 

  1. Meals not consumed at a restaurant (ex. Pick up or delivery) must detail all fees 

  1. Gratuities should not exceed 20% of the pre-tax subtotal. Note that any additional fees (ex. Wellness fees) are included in this category. 

  1. The entertainment limit is $100 per person including alcohol, tax, and gratuity. The cost per meal should be appropriate for the type of meal and event.  

  1. If you are requesting a reimbursement, all receipts must be submitted within 45 days of the event. 

  1. All reimbursements should include a completed OOEF and an itemized receipt that shows proof of payment or a redacted credit card statement. 

  1. All reimbursements should be submitted to the AAH Processing Box. No reimbursement request received via email will be processed. 

  1. Payment requests must be submitted ASAP via the AAH Processing Box as we have 30 days to pay vendors before being fined 

 

How To Submit an Entertainment Expense

  1. In order to submit a reimbursement, you must upload your receipt and OOEF to the AAH Processing Box. Please save things to box using the naming convention LAST NAME- VENDOR TYPE OF DOC. (Example: Borden- HEB receipt OR Borden- May reimbursement). Do your best to upload all receipts and OOEFs related to your reimbursement as one PDF.

  1. The AAH Senior Admin (currently Alex Borden) will be in touch if additional information or documentation is needed 

 

For more information, please review our University Policy on Entertainment.