Events

Events, entertainment, and official occasion expenses instructions

Examples of entertainment expenditures:

Food and beverages
Flowers
Invitations

Examples of events/official occasion expenses:

Dinner for the purpose of faculty recruitment
Luncheon for a guest speaker
Light refreshments for a university business related meeting

For more information, please check out the Handbook of Business Procedures in regards to these types of purchases:

https://afm.utexas.edu/hbp/part-9/1-1-entertainment-and-official-occasions-expenses

Before your event or official occasion:

Please fill out the Official Occasional Expense Form also known as the OOEF. You can download it HERE. Please fill out all the fields besides the Actual Total Cost field and Payment Amount field. If you don’t know the account number that needs to be charged, please let us know the name and/or description of the account.
Once completed, email your completed OOEF to Jordan Kriseman at jordan.kriseman@austin.utexas.edu with the subject line: OOEF for [DESCRIPTION OF EVENT OR OFFICIAL OCCASION] on [DATE].
Jordan Kriseman will forward your completed OOEF for approval. Your OOEF must be approved by our department signer, Natalie Tindall, and the Dean’s office signer, Lizet Villagrana.
Jordan Kriseman will email you back when it’s been approved.
Once approved, you may proceed with the event or official occasion as described in the OOEF.

After the event or official occasion:

Send Jordan Kriseman your receipt(s) within 3 business days from when your event or official occasion took place.
Your receipt(s) should be itemized.
Your receipt(s) should not include sales tax as we are tax exempt. You may provide the Texas Sales and Use Tax Exemption Certification to the cashier upon purchase to waive the sales tax. You can download it HERE.
If you dine-in at a restaurant:
- The max per person cost should not exceed $100 per person.
- Your gratuity/tip should not exceed 20 percent of the subtotal (total before sales tax)
- Sales tax is okay for dine-in purchases only.
- If alcohol is purchased, it may not be the primary expenditure, that is, it cannot exceed the amount of food purchased. In addition, you should circle the line items on the receipt that were alcohol. This will make it easier for us to process.

Food Requests for your event or official occasion:

Do you want help ordering? Here's our list of vendors who can direct bill us:

Please let us order for you if you want to use one of these vendors.

To get assistance ordering from one of the vendors listed above, please email Jordan Kriseman at jordan.kriseman@austin.utexas.edu with the following information (please note that we require at least 2 weeks notice to place food orders):

Date/time of event (we assume delivery should be 30 minutes prior to the event's start time)?
Location/room number of event?
What food items are needed? Please specify the quantities of the specific items you're requesting.
- Example: 5 box lunches from FoodHeads – 3 CHICKEN CAESAR SANDWICH, 1 GRILLED ROAST BEEF & BRIE, and 1 GRILLED SQUASH & FRESH MOZZARELLA
Who is the contact person for the day of delivery (please include name and phone number)?
Has an OOEF (Official Occasion Expense Form) been submitted yet?

If you choose a vendor outside of these options, then you’ll need to arrange that on your own and get reimbursed. If reimbursement is being requested, please complete an OOEF and give it to Jordan Kriseman at jordan.kriseman@austin.utexas.edu with the itemized receipt. Please note that tax may be charged when dining in, however, tax cannot be reimbursed on take-out food orders. For take-out food orders, please bring a printed copy of the tax exemption certificate with you so the vendor can remove the tax on the receipt. Lastly, gratuity should not exceed 20% of the subtotal. If the tip exceeds 20% of the subtotal, we will only be able to reimburse up to what a 20% tip on the subtotal is.

Room requests for your event or official occasion:

Do you want a room or event space for your event or official occasion?

If so, please contact Samantha Lloyd at samantha.lloyd@austin.utexas.edu. Please let Samantha Lloyd know the:

Name of the event or official occasion
Date and time of the event or official occasion
How many people will be in attendance
Which building you want to host your event in (DMC or CMA)
What type of room you need (a conference room, lecture hall, film screening room, etc.)
Will food be served at this event?