Purpose

To seek approval for an OOEF

 

Responsibilities

Criteria for OOEF

- Purpose of official occasion complies with definition of "official occasion"

- Attendee

  1. Attendees are part of The University of Texas (i.e official visitors, including prospective faculty, and invited lecturers). Guests are not appropriate on OOEF’s. In addition, spouses are almost always not appropriate at a business meetings or meals. There are special circumstances that allow reimbursement, such as during recruiting visits, provided the faculty recruit bringer his/her own spouse or guest.
  2. Cost per attendee complies with CNS meal Limits (meal limits include tax and tip up to 20%):
    • Breakfast - $20/person
    • Lunch - $30/person
    • Dinner/Reception - $75/person
      • Total for the day = $20 + $30 + $75 = $125
    • Alcohol may not be the primary expenditure (less than 50%) & is not allowed on any undergraduate student event. In general, alcohol
    • Meals/entertainment for prospective faculty candidates are not to exceed $750 per day and should still comply with meal limits listed above. Attendees at faculty meals should be limited to the number who can reasonably interact with the faculty candidate and should generally not exceed 6 attendees. (6 attendees at a meal limit of $125 a day equals $750.)
    • Alcohol is not allowed on any undergraduate student recruiting visits. There is a two drink maximum per person for any alcohol at any graduate student-recruiting event

- Account Number – verify that “official occasions” can be used on the account provided

  1. For example – flowers and holiday cards for college-related purposes may be charged to unrestricted gift account only
  2. State funds – may be used to pay for entertainment expenses.

- Club memberships require advance approval from UT’s administrative officers via the Assistant Dean for Business Services

- All forms are to be signed by a department authorized signer and the name printed off to the side or below the signature.

 


TIPS:

  1.  CNS Meal Limits: (These will be reviewed on an annual basis and adjusted accordingly)
    • Breakfast - $20/person
    • Lunch - $30/person
    • Dinner/Reception - $75/person
    • Alcohol may not be the primary expenditure (less than 50%) & is not allowed on any undergraduate student event
    • Meals/entertainment for prospective faculty candidates not to exceed $750 per day (attendees at faculty meals should be limited to the number who can reasonably interact with the faculty candidate.
  2. Items not to be included in event total:
    • Audio Visual Costs
    • Lease / rentals – space, transportation, etc.
    • Professional Services – bartender fee, catering fee
  3. Items Requiring Pre-Approval:
    • Academic Departments/Research Centre’s/Dean’s Office: any proposed event with a projected cost of $3,000 or above.
    • Activities where the attendees are primarily members of the same department or unit: annual events, such as departmental holiday parties, and staff appreciation lunches, are allowed and will be approved provided the proposed activities and expenditures are


Procedures

  1. Completely Fill out the OOEF
    • Account to be charged
      • Does the account allow Entertainment?
      • Does the account have sufficient funds
    • Form Prepared By
    • Location/Place
    • Date of Event
    • Name of Participants  - if over 10, group attending and approximate or actual number of people attending
    • Purpose of the event
      • To include details like what type of entertainment expense (meals, catering, purchase of supplies, coffee, water………)
      • If for a meal --- what type of meal, Breakfast/Lunch/Dinner
    • Estimated Cost:
    • Average Cost per person:
    • Authorized Signer / Department
  2. Once the OOEF is completely filled out & signed off on --- If it needs pre-approval (link to pre-approval requirements)
    • Send signed OOEF with all appropriate detail to bservices@cns.utexas.edu with at least a two weeks notice before any expense are realized

Policy References --- see here


                                                                                                                                         Last Updated: 11 April 2017