The Handbook of Business Procedures (HBP 9.1.1) provides an outline of policies and procedures that will need to be adhered to by all CSUs. 

Please contact the Travel & Entertainment team at oa.travel@austin.utexas.edu.

• Official Occasion Expense Form.
• An OOEF is required for all entertainment expenses and must be complete and submitted at the time the voucher is submitted for payment. See Appendix A section 1.a.i. 

• Clear imaged itemized vendor invoice/receipt that includes:
  • Invoice Received date stamp.
  • Goods and Services stamp w/certified or wet signature.
    • Date stamps on imaged documents must match the Define dates.
    • If services/social dues extend through the fiscal year, the stamp will need to reflect the actual service period. In addition, the actual dates should be enclosed in the Define payment voucher notes.
• Completed OOEF. 
• Any other supporting document(s).
• All entertainment payment documents require approval from an authorized entertainment expense approver.
  •  Acceptable voucher approval methods, see Appendix A 1.a.iv. 
  • Check in with your department if you’re unsure who is the authorized approver or their delegate.
• If alcohol is served, include the approved Alcohol exception form.
  • Areas licensed to serve alcohol and exception form can be found here.

There are allowable requirements that will need to be followed to for Payment Services to issue prepayment to a vendor. Granular details can be found in HBP 9.1.4 Prepayments. To learn more on how the HBP policy has been formatted based upon the Texas Comptroller of Public Accounts please refer to the Fiscal Management Advance and Late Payments.

• Complete a Prepayment/Progress Payment Form.
  • Approval of prepayment is required at the department level (CSU Business Officers or designee) for requests up to $15,000.00.
  • Requests greater than $15K require approval from Central Procurement.
  • Catering Services:
    • Please note an executed contract or purchase order needs to be placed for catering services as it protects the University.

America To Go (ATG)

• Payment terms are Net 10.
• Imaged backup documentation required:
  • ATG invoice
  • ATG order form.
  • Completed OOEF
• There is a campus wide contract in place. The contract number should be utilized for each payment voucher.
• Use the following Define input:
  • UT EID: 2838bvui 
  • Mail code 002 (Direct Deposit)
  • Contract # 2024_5051
  • Contract? :Y
  • Enter the current date in “Req PMT Date” field.
  • Enter the actual ATG invoice number in the invoice number field.
  • Add ATG Order #(s) to the comment field. 

Reimbursement requests submitted more than 60 days after the date the expense is incurred, require an explanation at the time of submission.

• Registrations for conferences or workshops are allowable reimbursements for faculty or staff and should be coded as object code 1275, but these expenses will only be reimbursed after the event has occurred. Otherwise, the vendor may be paid directly for registration using a Procard or a VP2 payment document with a copy of the completed registration form as supporting documentation.
  • If the account used for the reimbursement is associated with a grant account that will expire prior to the conference, please work with the department to request an extension. If the extension is not granted, then a different account will need to be used for reimbursement. There are no exceptions.

The following object codes are used for entertainment expenses.

Entertainment object codes and their detailed description can be found under Voucher Coding of Appendix A.

• Docusign (Create a UT DocuSign Account | DocuSign)
• Wet signature.
• Define routing.

All payment documents must include a goods and services date stamp with signature.

• VPE voucher should be used for catering/entertainment expenses and VP2 for conference/travel fees.
• If the charges on your travel card statement include conference, catering, space rental, etc. then VP2 would work for all to simplify, however, if VPE then all expenses must be coded as entertainment with OOEFs.

• Required Imaged Documents:
  • Credit Card Statement
  • Itemized Invoices/Receipts paid with credit card.
  • Complete OOEF Contract+ contract if applicable.
• Define Input:
  • Use EID 2997PNZA mail code 020.
  • Input “X” Sep Chx field.
  • Req Pmt Date: Enter current date to issue immediate payment.
  • Enter the last 10 digits of the real credit card number as the invoice number for each transaction.
  • If the transaction has a Contract+ contract:
    • Update filed Contract? from N to Y.
    • Add contract # to PO/CONTR# field.

**When there are multiple items, placing supporting documentation to be imaged in order of listed charges makes for ease of review.