Official Occasion and Entertainment Expenses
The University requires oversight of official occasions and entertainment at the dean and vice president level to ensure that these expenditures serve a business purpose and support the mission of the University. The Official Occasion Expense Form (OOEF) is used to document the business purpose of these events and demonstrate leadership review and approval.
OOEF Procedures
- Please use DocuSign for Official Occasion Expense Forms (OOEFs) routed to appropriate signer for your unit.
- To submit a form, follow routing procedures for campus leaders, and use the OOEF.
- Please contact Records and Information Management (rms@austin.utexas.edu) for assistance with creating a DocuSign template.
- Contact ubsadmin@austin.utexas.edu with questions or concerns.
Delegation of Authority
Authority can be delegated by the dean or vice president to staff in leadership roles within their units. Delegation authority for units supported by University Business Services is outlined below.
Financial and Administrative Services
Effective July 17, 2024, delegates in Financial and Administrative Services (FAS) are authorized to approve expenses up to $1,000 within their units. Assistant Vice President for University Business Services and Chief Business Officer Krista Hadavi final approves OOEFs for amounts greater than $1,000, as well as any OOEFs for events that the delegate attends. Associate Vice President for Finance Julie Bowers final approves OOEFs for University Business Services greater than $1,000 to Julie Bowers.
Delegates:
- Associate Vice President for Finance Julie Bowers
- Assistant Vice President for Procurement and Payment Services Roy Anasagasti
- Assistant Vice President for University Business Services Krista Hadavi
- Interim Controller Bill Hunter
| Expenditure | Final Signer(s) |
| < $1,000, delegate not attending | Delegate |
| < $1,000, delegate attending | Delegate and Krista Hadavi or Julie Bowers |
| ≥ $1,000 | Delegate and Krista Hadavi or Julie Bowers |
Enterprise Technology
Effective June 6, 2024, delegates in Enterprise Technology are authorized to approve expenses up to $2,000. Director of Operations Amanda Fratticcioli is authorized to approve expenses up to $5,000, as well as any OOEFs for events that the delegate attends.
Delegates:
- Assistant Vice Provost of Academic Information Systems Graham Chapman
- Executive Director for eBITS Heather Hanna
- Director of ITS Customer Support Services Susan Roy
- Director of ITS Campus Solutions Mario Guerra
- Director of ITS Networking John Lovelace
- Director of ITS Campus Solutions Dave Moss
- Director of ITS University Data Center Michael Martell
| Expenditure | Final Signer(s) |
| < $2,000, delegate not attending | Delegate |
| < $5,000, delegate attending | Delegate and Amanda Fratticcioli |
| ≥ $5,000 | Delegate and Cole Camplese |
Chief Operating Officer
Effective November 3, 2023, delegates in the COO portfolio are authorized to approve expenses up to $2,000. Business Operations Manager Dena Grumbles final approves OOEFs for amounts greater than $2,000, as well as any OOEFs for events that the delegate attends.
Delegates:
- Executive Director for Real Estate Finance and Asset Managment Dan Allen
- Business Operations Manager Dena Grumbles
- Senior Director Business Services for University Housing and Dining Bridget Lawrence
- Associate Vice President for Campus Operations Brent Stringfellow
- Associate Vice President for University Housing and Dining Marilyn Tyrus
| Expenditure | Final Signer(s) |
| < $2,000, delegate not attending | Delegate |
| < $2,000, delegate attending | Delegate and Dena Grumbles |
| ≥ $2,000, | Delegate and Dena Grumbles |
People and Talent
Effective November 2, 2023, the delegate in People and Talent is authorized to approve expenses up to $2,000. Assistant Vice President for University Business Services and Chief Business Officer Krista Hadavi final approves OOEFs for amounts greater than $2,000, as well as any OOEFs for events that the delegate attends.
Delegate:
- Director of People and Talent Karen Chawner
| Expenditure | Final Signer(s) |
| < $2,000, delegate not attending | Delegate |
| < $2,000, delegate attending | Delegate and Krista Hadavi |
| ≥ $2,000 | Delegate and Krista Hadavi |
President's Office
Effective May 29, 2024, the delegates in the President's Office are authorized to approve expenses up to $2,000 within their unit. Associate Director Loretta Cowen or Director of President's Office Operations Christy Sobey final approves OOEFs over $2,000, including Direct Reports to the President, as well as any OOEFs for events that the delegate attends.
Delegates:
President’s Office – including Direct Reports to the President
- Director of President's Office Operations Christy Sobey
- Associate Director Loretta Cowen
University Compliance Services
- Chief Compliance Officer Jeff Graves
Clements Center
- Executive Director for the Clements Center Joseph Maguire
- Assistant Director for the Clements Center Jennifer Carter
- Administrative Services Officer II Kathleen Hovinga
- Associate Director Paul Edgar
- Director of Intelligence Studies Project Steve Slick
Internal Audits
Chief Audit Executive Sandy Jansen
Director of Internal Audits Patrick McKinney
University Marketing and Communications
Vice President Emily Reagan
Administrative Services Officer II Kathleen Hovinga
School of Civic Leadership and Civitas Institute
Dean of School of Civic Leadership Justin Dyer
Executive Director Ryan Streeter
Human Resource and Finance Manager Aurora Munoz
Governmental Affairs & Initiative
Deputy to the President for Governmental Affairs and Initiatives Andrea Sheridan
Director of Business Operations Dena Grumbles
Texas Career Engagement
Interim Executive Director for Texas Career Engagement Robert Vega
Transformation and Strategy Office
Deputy to the President for Transformation Strategy Janet Huang
| Expenditure | Final Signer(s) |
| < $2,000, delegate not attending | Delegate |
| No dollar limit | Delegate and Loretta Cowen or Christy Sobey |
| No dollar limit | Delegate and Loretta Cowen or Christy Sobey |
Address:
110 Inner Campus Drive Stop G4900
Austin, Texas 78712