Official Occasions and Entertainment Policy

An Official Occasion is any reception, dinner, luncheon, or similar event 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 to he-business_services@utlists.utexas.edu up to six months in advance.

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:

• Tips can only be reimbursed up to 20% of the first subtotal of the bill
• An itemized receipt must always be included. Proof of payment is required if no credit card receipt is available (Proof of payment can be credit card statement, cancelled check, receipts showing paid if cash)
• Alcohol may not be the primary expenditure (less than 50%)
• Meals/entertainment for prospective faculty candidates is not to exceed $750 per day
• Alcohol is not allowed on any undergraduate or graduate student recruiting visits or other student events
• The per person limits include tax and tip
• Faculty and staff may not approve their own OOEFs, regardless of the account

If you have any questions about this policy, please send an email to he-business_services@utlists.utexas.edu.

Entertainment Reimbursements

To be reimbursed for any entertainment expenses you will need to follow the instructions below.

1. Work with your departmental staff to complete the Official Occasion Expense Form or OOEF. Departmental staff will then submit completed draft OOEF to he-business_services@utlists.utexas.edu. SoHE Business Services will submit for further approvals and/or make any necessary edits. We ask that OOEFs are submitted to SoHE Business Services two weeks before the event.
2. When the OOEF has been approved the department staff will receive an email notifying them that a signed version of their OOEF has been uploaded to UT Box.
3. Only after you have received notice that the OOEF has been approved will you have authorization to start placing orders and purchasing for your event. If there is not an approved OOEF on file you will not be reimbursed.
4. Submit the OOEF and all original receipts to your departmental staff.
5. Your departmental staff will look over the request, verify the account number, and will submit the complete paperwork to SoHE Business Services for payment processing.

If you have any questions about payments related to an event, please send an email to he-business_services@utlists.utexas.edu.

Mileage Reimbursements

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.

1. Send your completed RTA form to your departmental staff. Once they have completed your RTA and it has been approved, you will get an email with your RTA number.
2. Complete a Mileage Record form. Forms with incomplete information will be returned.
3. Send the completed Mileage Record to your departmental staff.
4. Your departmental staff will look over the request, verify the account number, dates, and travel information. Once verified or updated, your departmental staff will submit the complete paperwork to SoHE Business Services for payment processing.
5. After the voucher has been created, SoHE Business Services will contact you for your signature, if needed.

If you have any questions about mileage reimbursements, please send an email to he-business_services@utlists.utexas.edu.

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.

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.

If you have any questions about purchasing, please send an email to he-business_services@utlists.utexas.edu.

Receipt Submission

When submitting any receipts to SoHE Business Services, please follow the procedures below

• Original receipts are required
• Tape receipts to an 8.5" x 11" sheet of paper
• Tape should be on each of the four corners without covering any of the print. Remember to leave room on the sheet so that we can stamp, date, and sign it
• Receipts with information on two sides should not be taped
• Foreign receipts should note the exchange rates being used and the type of currency

If you have any questions regarding receipt submissions, please send an email to he-business_services@utlists.utexas.edu.

Travel Reimbursements

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.

1. Send your completed RTA form to your departmental staff. Once they have completed your RTA and it has been approved, you will get an email with your RTA number.
2. Make all necessary arrangements. Please be aware that all business-related air travel must be arranged through Anthony Travel or Corporate Travel Planners.
3. Tape all original receipts on a plain sheet of paper.
4. If you do use another online service other than Concur you will need to print out a price comparison proving that you chose the better option.
5. Turn in all receipts to your departmental staff. Make sure to include your RTA number with your request.
6. Your departmental staff will look over the request, verify the account number, dates, and travel information. Once verified or updated, your departmental staff will submit the complete paperwork to the SoHE Accounting office for payment processing.
7. After the voucher has been created SoHE Business Services will contact you for your signature, if needed.

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.

Vendor Payments/Invoices

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.

1. On the invoice stamp or write 'GOODS RECEIVED' and the date that the goods/services listed on the invoice were received.
2. Sign the invoice. This is your confirmation that the bill can be paid. If you have a signature that is potentially difficult to read, please also print your name. Please do not make any other notes on the invoice. If you feel that special instructions are needed please write them on a post-it note and not on the actual invoice.
3. Attach any packing slips, approved OOEFs, or any other related documentation to the invoice.
4. Send the invoice to your departmental staff.
5. Your departmental staff will look over the request, verify the account number, and will submit the complete paperwork to SoHE Business Services for payment processing.

If you have any questions about invoice payments, please send an email to he-business_services@utlists.utexas.edu.

Contract Submission

 

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.  

1. Proposal preparation and submission for fellowships and career development applications
2. Grant/Contract modifications and post-award actions
3. Effort certification and progress report submission

Helpful Links

• CNS Research & Facilities
• Office of Industry Engagement
• Office of Research Support
• Office of Sponsored Projects
• Reports - Statistical Handbook

Forms

Mileage Record Form
Official Occasion Expense Form
Payee Information Form (PIF)
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