Official Occasion Expense Form (OOEF)
When submitting an expense for reimbursement, please use the most up to date version of the Official Occasion Expense Form (OOEF).
Once downloaded, the object code field is a dropdown list. Please select the relevant code from the options listed below. I have highlighted the most commonly used object codes for faculty.
Object Code | Operational Definition |
|---|---|
1309 | Official Student Occasion - no alcohol served |
1323 | University/ Community Wide Events- Restricted |
1327 | Administrative/Business Meals |
1329 | Flowers/ Perishables |
1347 | Official Occasions (meals and expenses for conferences/ seminars, morale/ team building, recognition, etc.)- alcohol can be served |
1354 | Office Break Room/ Inventory Items |
1356 | On the Job meals |
1358 | Recruitment (faculty or staff) |
1361 | Development- Donor Relations |
The Department is Art & Art History.
The Location of Event is the classroom number if on campus or the restaurant name if off campus.
The Date of Event is the date the event took place.
The Account to be Charged and the Account Title should be filled out. If you’re not sure what account to charge the expense to, please email the AAH Accounting Lead or AAH Senior Admin.
If the payment is being submitted for a reimbursement, the Payee should be the name of the person seeking reimbursement. If the payment is for a vendor, then the Payee should be the name of that vendor.
The Form Prepared By should be the name of the faculty or staff member completing the OOEF.
If the number of participants at the event or meal is 10 or under, you must list out each person’s name, title, and affiliation (ex. Alex Borden, AAH Senior Admin, UT Austin).
If there are over 10 people, you can just list the number of participants as well as a brief description of the group (ex. UT AAH faculty and students).
The Purpose of the Event should explain why food is being purchased. Ex. Lunch provided for meeting to orient incoming graduate students.
The Benefit to The University of Texas is a dropdown menu. Please select the benefit best associated with the event. The most commonly used benefits for faculty are Promotion or Exchange of Intellectual Ideas, Exchange of Administrative and Operational Information, and Support of Student Academic Courses.
Please only check the Student Organization Attestation box if the event is associated with the Graduate Student Art History Association (GSAHA). If not, please leave it blank.
The Actual Cost should be the total amount on the receipt your submitting with your OOEF. If you’re unsure if all of your costs are allowable, please leave this blank. You can also leave the Average Cost per Person field blank.