The Business Services Team of the School of Human Ecology (SoHE Business Services) performs a wide variety of administrative functions. If you have any questions regarding any of the policies or procedures mentioned on this page, please send an email to he-business_services@utlists.utexas.edu.
An Official Occasion is any breakfast, lunch, dinner, or reception funded by a University account, in any location or city. Some guidelines are listed below, but you are encouraged to read the entire CNS Official Occasions and Entertainment Policy. An approved Official Occasion Expense Form must be on file prior to the event date. We ask that OOEFs are submitted to the Business Services Team two weeks before the event date, and one month prior for events where the estimated total cost exceeds $3,000.00. OOEFs can be submitted up to six months in advance. OOEF for Events Equal To or Over $3,000 Note: Budget attachment required If you have any questions about this policy, please send an email to he-business_services@utlists.utexas.edu.
To be reimbursed for any entertainment expenses you will need to follow the instructions below. If you have any questions about payments related to an event, please send an email to he-business_services@utlists.utexas.edu.
You must obtain an RTA (Request for Travel Authorization) number before your scheduled travel dates. In order to be reimbursed for mileage please follow the steps below. If you have any questions about mileage reimbursements, please send an email to he-business_services@utlists.utexas.edu.
Once the items have been shipped to your office or lab you will need to verify that all items listed on the packing slip have been received. Once you have verified that all items have been received you will then sign the packing slip and send it to your department's administrative staff. Please note, as of July 1, 2011 the official office supply provider for The University of Texas at Austin is Today's Business Solutions, better known as Office Max.
When submitting any receipts to SoHE Business Services, please follow the procedures below If you have any questions regarding receipt submissions, please send an email to he-business_services@utlists.utexas.edu.
You must obtain an RTA (Request for Travel Authorization) number before booking your travel. In order to be reimbursed for any travel expenses please follow the steps below. You are not allowed to pay for someone else's expense(s). If sharing a hotel room please have the hotel separate the charges if possible. Travel to restricted regions requires authorization by the International Oversight Committee (IOC). Restricted travel requests need to be submitted to the IOC at least 4 weeks prior to the proposed departure. If you have any questions regarding your travel reimbursement submission, please send an email to he-business_services@utlists.utexas.edu.
When you receive an invoice, first make sure that it has been sent to the right office or lab. If the invoice is for goods or services you have received you will need to follow the steps below to ensure prompt payment. If you have any questions about invoice payments, please send an email to he-business_services@utlists.utexas.edu.
Liaison with the Office of Sponsored Projects, Office of Industry Engagement, Office of Research Support, and other university offices to provide grant information and support for faculty and staff. Helpful Links
Employee/Independent Contractor Classification Checklist (EICCC)Official Occasions and Entertainment Policy
As of September 15, 2021, CNS will no longer accept OOEFs via any method outside their DocuSign PowerForm. OOEF POWERFORM LINKS:
Meal Limits:
Breakfast
$30/person
Lunch
$40/person
Dinner/Reception
$75/person
Snacks
$20/person
All faculty, staff, and students will only be reimbursed up to the set limits.
Some Entertainment Guidelines:
Entertainment Reimbursements
Mileage Reimbursements
Purchase Requests
Staff and faculty needing to purchase or order items, such as chemicals, supplies, or equipment, should complete a Purchase Request Form and send it to your department staff. If ordering from a UT Market Punch-Out Provider you will need to assign the finalized cart to your department staff. UT Market shoppers should refer to the UT Market for Shoppers Manual for guidance.
All purchase requests require a valid ten-digit account number.
If you have any questions about purchasing, please send an email to he-business_services@utlists.utexas.edu.Receipt Submission
Travel Reimbursements
Vendor Payments/Invoices
Contract Submission
Forms
Mileage Record Form
Official Occasion Expense PowerForm
Official Occasion Expense PowerForm - $3,000 and Up
Payee Information Form (PIF) PowerForm
Purchase Request Form (PRF)
Procard Charge Form
Procard Log
Request for Travel Authorization (RTA) Form
Texas Hotel Occupancy Tax Exemption Certificate
Texas Sales and Use Tax Exemption Certification Form
Travel Cash Advance Request Form
Travel Expense Record
SoHE BUSINESS SERVICES Location
The School of Human Ecology
Gearing Hall, Rm 101
The University of Texas at Austin
200 West 24th Street, A2700
Austin, Texas 78712