Accounting & Entertainment

Accounting is anything paid for that does not fall under hiring (payroll) or purchasing. If you have any questions, please contact the UGS Business Affairs office.

UT Austin Office of Accounting

Official Occasion Expense Form

The Official Occasion Expense Form is for any working business meeting, official or annual event, conference, or workshop. Bring signed and completed forms to the Dean’s office ten business days before the event.

Handbook of Business Procedures information on Entertainment and Official Occasion Expenses

Ordering food

It is significantly quicker to pay caterers who already have a direct billing account set up with Undergraduate Studies. Please contact the administrative staff in your area for a list of those caterers.

Tipping & Gratuities

According to university policy, tips should not exceed 20 percent. Tipping and gratuities will be reviewed as part of the estimate on official occasion expense forms (see above), which should be completed and approved in advance of the purchase.

Outside contracts

You must request that the UGS Business Affairs office process the Authorization of Professional Services Form and Employee / Independent Contractor Checklist ten business days before the event.

Outside contracts are for individuals, such as musicians or photographers. Each request must be approved by your supervisor prior to the event.