For any official occasion, and OOEF (Official Occasion Expense Form) is required for payment.
An official occasion is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by The University of Texas at Austin and is often hosted by an administrative officer. These functions are normally associated with special programs, university guests and donors, faculty, and staff recruitment. Examples include conferences, workshops, seminars, development events (donor receptions, fundraising activities, etc.), planned retreats, staff meetings, unit or department morale building events, and other similar activities.
- Entertainment expenses are limited to $75/person for an event/meeting (including tax and gratuity). If expenses are to exceed this amount, please let your CBS team know prior to the event so that they may request an exception from Dean Randy Diehl. Please note that exceptions are not always approved.
- For Events with 10 or less people you must document each person’s name, title, and affiliation even if they did not eat or they paid separately. For Events with 11 or more people you may generalize the group that attended.
- Entertainment expenses are not allowed on state accounts (usually 14 and 20 accounts) or designated or non-fee 19 accounts. Gift funds (30 accounts), also known as endowments, are typically used to process entertainment expenses.
AT&T Dining Cards can be used to purchase meals for Official Occasions at the AT&T Center (this includes Gabriel's Cafe and The Carillon restaurants). All AT&T related entertainment expenses must have an approved OOEF.
Some events are classified as Official Occasions and should follow the same general procedures as Entertainment.
Charges such as flowers, plastic tableware, napkins, and other entertainment related items require an OOEF.
Monthly charges such as water coolers or coffee deliveries must include approved OOEF.
Some outings or gatherings also require an approved OOEF. Some examples are: taking a group (visitors, students, faculty, etc.) to a play, movie, show, or museum.
Entertainment expenses purchased with a ProCard must include an approved OOEF. Grocery store items (HEB, Central Market, Wheatsville) are the most common examples of entertainment expenses allowed on the ProCard.
Expenses related to Official Occasions may be reimbursed to individuals and must include an approved OOEF.
|CBS Team 1||Gregory Halverstadt, Shweta Saharan, Matthew Smith, Amy McMillan|
|CBS Team 2||Andrew Beachum, Mai Damianov, Peter Koester, Amy McMillan|
College - Entertainment Expense Policies
Entertainment and Official Occations Expenditure Policy Chart
Texas Sales and Use Tax Exemption Certificate