Q: Can a reimbursement be made for meals of a spouse, child, or companion?
A: Yes, meals can be reimbursed for a spouse, child, or companion of the visitor of the university. Reimbursement for a spouse, child, or companion of a faculty member is allowable if the visiitor has also brought his/her spouse, child, or companion.
Q: Who is authorized to sign AT&T contract documents?
A: The chair/director of your unit is authorized to sign off for catering, AV, room charges, etc. related to the AT&T Center.
Q: Can an individual be reimbursed for a meal at somebody's home?
A: Yes, as long as it is an Official Occasion. *NOTE: The address of the meeting should be included in the notes section of the OOEF request.
Q: Can alcohol be served at an Official Occasion held on UT campus? What about an Offical Occasion at a private residence?
A: Yes, alcohol can be served at an event on UT campus, but pre-approval from the Provost's Office is required. Alcohol may be served at a private residence. It is advisable that alcohol is served by TABC certified individuals. Please see the Handbook of Business Procedures, 9.1.1.F.
Q: What is the procedure to follow when there will be a catered event on campus?
A: If alcohol will be served at the catered event, or you wish to prepay the caterer, you will need to contact the Contracts office.
Q: Should individuals who did not eat at an Official Event be included on an OOEF?
A: Yes, all people in attendence need to be listed. The number of guests on the receipt should match the number of names listed on the form or a note needs to be included as to why there is a difference.
Q: Should children's names be included on an OOEF?
A: Yes, all people in attendence, including children, should be listed.
Q: What does affiliation mean? What if a person is not affiliated with a school?
A: Affiliation should be noted as the department, school, or company for which the individual works. If no affiliation applies, please write "N/A".
Q: When should entertainment expenses related to travel be submitted?
A: Entertainment expenses should be submitted at the same time as the travel reimbursement request.
Q: How do entertainment expenses during travel affect a traveler's $41 per diem?
A: The entertainment expense will be reimbursed 100%. The per diem will be adjusted accordingly.
Q: Is an itemized receipt needed for reimbursement of catering charges?
A: Yes, please attached itemized receipt with the OOEF request. *NOTE: Sometimes these receipts are called Event Forms or Event Sheets.
Q: Can charges for flowers be reimbursed to individuals?
A: Charges for flowers can be reimbursed if sent by a department or office to honor the deceased or for recognition.
Q: Is it necessary to create an OOEF for flower charges?
A: Yes. An OOEF is necessary as it shows the approval by applicable chair/director or dean.
Q: Is it necessary to create an OOEF for the purchase of plastic tableware and paper plates for an event?
A: Yes, any items purchased related to an event outside normal operations must have an OOEF associated with the reimbursement or payment.
Q: Does a fully executed contract need to be submitted with the OOEF for a banquet at a hotel?
A: Yes, please upload with the OOEF request. *NOTE: This does not apply to the AT&T center since it is affiliated with the University.
- General Reimbursement Form
- Entertainment Reimbursement Form (OOEF)
- Travel Authorization Request (TAR) Form (UT Direct)
- Travel Reimbursement Form
- Professional Services Payment Questionnaire
- Payee Information Form (PIF)
- Procard Charge Form
- Purchase Order Request Form (online)
- Texas Sales & Use Tax Exemption Certification