Request a Reimbursement for an Entertainment Expense

Please submit your Entertainment Payment Request and assign it to Group 00332. Tips to complete the request: 

• Please attached itemized receipts.
• Please add the account number. If you don’t know, please email BSOMBusiness@austin.utexas.edu.
• Under Expense information>How would like to include the OOEF information, please select Complete Online and fill out all the event information.
• If the event occurred outside Austin, a request travel authorization (RTA) is required to attach as well (please defer to Travel Policy and Procedures).
• Reimbursement for goods and services must be paid no later than 30 days after the receipt of goods or services. Late reimbursement requests require additional levels of approval and may be disallowed entirely or reported as taxable income to the payee.
• Sales tax on entertainment expenses is reimbursable only if the expense was incurred at a restaurant. Sales tax cannot be reimbursed for delivery or take away food and drink orders.

What is an “Official Occasion”?

An “official occasion” is defined as a reception, dinner, lunch, or similar event that is sponsored and funded by the college. Entertainment expenditures relate to recognition or promotion of academic achievement and/or service to the university; recruitment of faculty, staff, and students; communication of intellectual ideas and/or exchange of administrative and operation information; and support of institution sponsored events. 

Please check the College of Fine Arts entertainment policy effective 4.1.24, and The University of Texas at Austin entertainment policy that addresses additional requirements which apply to all units within the College of Fine Arts.