Entertainment Expense Guidelines

Below, please find the guidelines for entertainment expenses. 

In accordance with UT and CoLA policies and procedures, all entertainment expenditures must serve an acceptable and verifiable business purpose.

• Entertainment expenses involving only UT employees (faculty & staff) and for special/infrequent occasions, which may involve both employees and student employees (both graduate and undergrad): Should not exceed $35.00 per-person (including food, beverage, tax, and gratuity; tips/gratuity are reimbursable up to 20% of the pre-tax subtotal); frequency of special gatherings involving food/entertainment expenses should be limited to no more than three times yearly (e.g., start-of-year, holidays, end-of-year).
• Requests exceeding $1,000.00 in total cost must first be preapproved by the Assistant Dean for Finance & Administration, or the College Dean, when the Assistant Dean is not available.
• Per-person costs for entertainment expenses directly involving donors and/or special/honored guests, including faculty and staff recruitment related activities, are limited to $100 per person (which includes food, alcohol, tax and gratuity). Costs in excess of this amount cannot be paid using University funds.
  • Tips/gratuity are reimbursable up to 20% of the pre-tax subtotal
  •  Per-person costs do not apply to large hosted events where there is a negotiated agreement with a vendor for a total package price that includes food and non-food expenses. The agreement/contract must be included with the payment voucher.
• Employee celebrations (faculty & staff): Should be kept to a reasonable occurrence (e.g., quarterly birthday gatherings, not individual ones), and not exceed $5 per-person in attendance.
• Alcohol expenses at dinner are reimbursable, if the meeting or event is for recruitment or a developmental purpose and donors or distinguished guests are in attendance.
• Alcohol will only be reimbursed up to 50% of the bill. Alcohol costs in excess of 50% of the bill will not be paid using UT funds.
• Alcohol is not reimbursable for business meetings conducted during breakfast or lunch.
• Recruitment/Visitors: The number of reimbursable meals for events associated with the recruitment of prospective employees or receptions for distinguished guests should be limited. Meals should generally involve no more than four people (the prospective employee or guest and three UT affiliates).
• Companions: Reimbursements for meals are not permitted for companions/spouses of University employees, unless it is for a developmental-related event and the donor/distinguished guest also brings a companion.
• Meals while traveling: Individual meal expenses may be incurred while traveling on official university business. The traveler may receive either a travel per diem or a separate, itemized meal reimbursement for the meeting or event incurred on the same day.