Entertainment FAQs
What is an "official occasion"?
An official occasion is a reception, luncheon, dinner, or similar event that is sponsored and funded by The University of Texas at Austin. These events are often hosted by an administrative officer and must have a clearly stated business purpose and a documented benefit to the university.
What is an acceptable business purpose?
Events should be related to one or more of the following acceptable business purposes: recognition; exchange of information; support of student events/activities; recruitment of students; faculty or staff; support of continuing education; or department/unit morale building. (9.1.1.5.1. Entertainment Allowable Expenses).
Why is the entertainment request now completed using a PDF instead of the online OOEF system?
The online OOEF system was retired in June 2025. The university is developing a standardized form that will eventually be required campus-wide. Until that form is available, the PDF is being used. Updating the existing online OOEF system would have required significant temporary effort, so the PDF serves as an interim solution.
Does this policy change if I use a Commercial Card?
No. Entertainment policy requirements apply to all purchases, regardless of the procurement or payment method.
What should I include in the “Purpose of the Event” field?
Provide a clear and specific explanation of what the event is and why it is taking place. The description should clearly demonstrate the business purpose.
Examples:
Refreshments provided at a meeting to discuss joint research projects between UT Austin, Texas A&M, Texas Tech, and Motorola.
Buffet provided at a reception for graduate students to meet new faculty members in the department.
Lunch provided for attendees at an all-day visiting committee meeting.
What should I include in the “Benefit to the University” field?
Select the option from the drop-down menu on the form that best reflects the benefit to the university.
What vouchers require an approved signature on the back up paperwork for entertainment charges?
Payment vouchers with entertainment charges need an approved signature on the receipt/invoice.
How do I know if I need an approved signature on my receipt/invoice?
If you are paying for entertainment charges and you are attaching an OOEF to the payment packet that you submit to the Office of Accounting, then ensure the appropriate signature is on the receipt/invoice. See the Entertainment wiki for instructions.
2. Alcohol
Is alcohol allowable at a dinner with a distinguished guest?
Yes. Alcohol may be included if the event has a clear business purpose and benefits the university. Alcohol costs may not exceed 50% of the total bill. Alcohol is never reimbursable for breakfast or lunch meetings.
What is considered a developmental purpose?
Developmental purposes include activities related to fundraising, research, and community outreach.
What qualifies as a donor event?
A donor event focuses on stewardship and future fundraising. An event is not considered a donor event simply because a donor is present.
3. Administrative and Business Meetings
What are examples of allowable administrative or business meetings?
Examples include:
Regular faculty or staff meetings to discuss departmental operations.
A chair or director hosting a meal to encourage collaboration and discuss university business.
Meetings between a chair or director and faculty to discuss UT business.
Meetings with donors to support stewardship and future fundraising.
Can we continue monthly faculty–graduate student meetings or events?
Yes. These events may continue as long as there is a documented business purpose and benefit to the university.
4. Recruitment and Visitors
How many UT employees may attend a meal with a distinguished guest or recruit?
Up to three UT affiliates may attend a meal with one distinguished guest. If there are two distinguished guests, up to six UT affiliates may attend.
In limited special circumstances, approval may be granted for up to four UT affiliates per distinguished guest. These exceptions should be requested and approved in advance by the Assistant Dean for Finance via email. Include: number of guests and affiliations, business purpose, account number, and estimated cost.
Does this policy apply to graduate student recruitment?
Yes. The same rules apply to all recruitment-related events.
What is considered a distinguished guest?
Examples include annual lecturers or senior faculty members visiting the university.
Does the limit on UT employee attendance apply to recruitment receptions?
No. The limit applies to sit-down meals. Recruitment receptions with larger groups—such as those offering hors d’oeuvres or light lunches (e.g., sandwich trays)—are still allowable when compliant with policy.
5. Employee and Staff Celebrations
May departments host holiday or annual events?
Yes. Holiday and annual events are allowable when conducted in accordance with university entertainment rules.
May departments host semesterly welcome events?
Yes. Semester welcome events may continue, provided they comply with university entertainment policies.
6. Food for Organized Classes
May I purchase ongoing food or snacks for a class?
No. Food may not be purchased routinely for organized classes. Purchases should be limited to infrequent occasions, such as hosting a guest lecturer or end-of-year presentations.
Can I be reimbursed for an end-of-semester event or meeting with my students outside of class?
Yes. Reimbursement is allowed for end-of-semester wrap-ups, coffee meetings, or light lunches with students.
7. Account Types and Funding Sources
Which account types may be used to purchase break room supplies?
General break room items (such as creamers, tea, and bottled water) may be paid only from excellence endowments, VD/VP accounts, or other non-core (self-supporting) accounts. Endowment accounts with -94 income subaccounts may not be used for these items.
Are there restrictions on accounts used to purchase flowers?
Yes. Flowers may be purchased only from excellence fund endowments, VD/VP accounts, or other non-core accounts, up to $200 total (including shipping). Endowment accounts with -94 income subaccounts may not be used for flowers.
May alcohol be charged to any account type?
No. Alcohol is restricted on accounts with Centrally Funded Fringes (CFF) report codes and may never be purchased using Student Fee or Flat Rate Tuition funded accounts. These accounts may only support events tied directly to student or academic services and may not be used to purchase alcohol.
Academic Excellence funds may be used for general entertainment expenses but not for alcohol.
What accounts may be used for a unit’s holiday reception?
Holiday receptions should be paid from VD/VP accounts, Excellence accounts, or other non-core (self-sustaining) funds. Endowment accounts with -94 income subaccounts may not be used for these events.
FAQ Updated 3/31/26