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Entertainment

Official Occasion and Entertainment Expenses 

Entertainment expenses incurred by the department should align with the institutional mission and serve a business purpose. 

  • The per-person cost should be appropriate for the type of meal or event and includes food/beverage, alcohol, tax, gratuity, and other service fees.
  • Business meetings generally involve two or more people, must include a university employee, are agenda-driven, and are directly related to university business.
  • The gratuities maximum is 20 percent (20%) of the bill’s subtotal before sales tax and service fees or the mandated rate by the venue/restaurant. You will not be reimbursed for the additional gratuity if the gratuity is more than 20%. 
  • Alcohol expenses may not be the primary expenditure, that is, greater than the total food expense. 
  • The OOEF must be submitted and approved at least two to three weeks before the event. For large events or conferences with costs ≤ $5,000 must be submitted at least 30 days before the event for the dean’s approval. 
  • Entertainment expenses are not allowed on state funds (14-accounts), Available University Funds (AUF) (20-accounts), indirect cost (19-accounts), or service center funds (18-accounts). 
  • For all email communication, please use ap@astro.as.utexas.edu. 

Official Occasion and Entertainment Form (OOEF)

Please contact the Business Office for a copy of the OOEF. Once complete, submit the draft OOEF to ap@astro.as.utexas.edu for further processing. If the estimated cost is over $5,000, please request and complete the CNS Template for approval. If you have questions about the form or template, please contact ap@astro.as.utexas.edu for assistance.

OOEF Reimbursement Process

An Itemized receipt and/or invoice for goods and services are required to be reimbursed. 

  • Tax cannot be reimbursed on delivery or to-go orders (including grocery store orders). Please take the Tax-Exempt Form with you. If tax is included, it will not be reimbursed.
  • Receipts need to be itemized and include the name of the person requesting reimbursement. Ask for an itemized receipt and take a picture with your phone for backup.
  • If the receipt does not include your name, please provide 1) a copy of the credit card used for the purchase, redacting everything except for the last four (4) digits of the credit card number and the name, or 2) a copy of the bank statement, redacting all private information except for your name and the specific transaction for which you are seeking reimbursement.
  • Receipts over 60 days will not be reimbursed due to IRS regulations and additional approvals.

FAQs

What is the purpose of an OOEF?

An “official occasion” refers to a reception, luncheon, dinner, or similar event sponsored and funded by The University of Texas at Austin, often hosted by an administrative officer. These events typically relate to special programs, university guests, and faculty and staff recruitment.

When should an OOEF be filled out and submitted?

The OOEF should be approved before the actual event. Note that any OOEF requiring the Dean’s approval and signature must be submitted at least three weeks in advance of the event.

If I have an OOEF that has already been signed and the amount needs to be increased, do I have to create a new one?

If the amount increases more than 10%, then a new OOEF must be created.

If I have an OOEF that has already been signed and I need to add another account number to it, do I have to create a new OOEF?

If the new account is in the same budget group, you can add the account. If it is a new account and it is appropriate, the new account will be routed for acknowledgment.

Can I use my 19 start-up account for an OOEF?

No, start-up funds cannot be used for official occasions. Providing food for any purpose is not required to start a lab or conduct research. However, if a professor receives 30 funds, entertainment expenses for official occasions are permitted. Review the signed offer letter to check for any exceptions. Other accounts that may not be used for entertainment are CNS start-up, retention, AUF, State, or ICR accounts.  Most grant accounts do not allow entertainment expenses.

If food is being delivered or carried out from restaurants, can I be reimbursed if sales tax is taken out?

If personal funds were used, they would be calculated as part of the per-person entertainment limit. 

Can we be reimbursed for meals not purchased in the Austin area?

Yes, but a copy of the RTA for the business trip must be referenced or attached.

Is alcohol allowed at an event on campus?

Yes and No …

  • Alcohol is not allowed at any undergraduate student event. However, if undergraduate students are present at a department-wide event where alcohol is served, the University requires a TABC-licensed caterer or bartender to be used. 
  • Advance approval by an approved delegate is required to serve alcohol in campus facilities, including leased spaces, per the Board of Regents’ Rule 80102 (Alcoholic Beverages). This approval must be submitted with the OOEF. See ‘Request Exception to Serve Alcoholic Beverages at an Event on Campus’ for further information:  https://provost.utexas.edu/policies-and-compliance/serving-alcohol-on-campus.
  • Food (i.e., meals, hors d’oeuvres, or refreshments) must be served at all events where alcohol will be served.
  • Per best practice, events that include alcohol should be held outside regular business hours (8:00 a.m. to 5:00 p.m. local time, Monday through Friday).

For questions about scenarios relating to entertainment expenses, UT rules, and internal policies, please contact the Business Office: