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Topics: AT&T Dining Cards | Events | Miscellaneous | Monthly Charges | ProCard | Reimbursements

An official occasion is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by The University of Texas at Austin and is often hosted by an administrative officer. These functions are normally associated with special programs, university guests, faculty, and staff recruitment. Examples include conferences, workshops, seminars, development events (donor receptions, fundraising activities, etc.), planned retreats, staff meetings, unit or department morale building events, and other similar activities.

For all of these events, an Official Occasion Expense Form (OOEF) is required for payment or reimbursement.

  • Entertainment expenses are limited to $75 per person for an event/meeting (including tax and gratuity). 
  • Gratuity cannot exceed 20% of the subtotal of an event
  • Expenses for alcohol may not be the primary expenditure and may not exceed the cost of food.  An OOEF should be created for the whole event to cover all payment documents
  • Sales tax on grocery store, to-go, and delivery purchases will not be reimbursed. Please use the Texas State Sales Tax Exemption form when making purchases.
  • Taxes can be reimbursed for business meals (dine in) only.
  • Receipts over 60 days old received by CBS will not be reimbursed per college policy.

AT&T Dining Cards

AT&T Dining Cards can be used to purchase meals for Official Occasions at the AT&T Center (this includes Gabriel's Cafe and The Carillon restaurant). All AT&T related entertainment expenses must have an approved OOEF on file.

To change the account number associated to your card, request a new card, or cancel your card, please contact the College's Business Affairs office


Events are classified as Official Occasions and should follow all College and University policies. Contracts are required for events when the caterer requests a down payment or prepayment or when a bartender serves alcohol on-campus. For an on-campus event, prior approval must be obtained to serve alcohol and a TABC licensed bartender is required. Prior approval (OOEF) is required when the procard will be used to make the purchase. 

Miscellaneous (not food or beverage) Purchases

Flowers or other perishables may be purchased for condolence, congratulations or sympathy and may reimbursed or paid through direct bill. This type of expense requires an Official Occasion Expense Form (OOEF). Total expenses for flowers including tax, tip and delivery cannot exceed $100.00. Please see the OOEF policy chart and HBP 9.1.1.J for further information.

An OOEF is not required to purchase (non-consumable) kitchen supplies or disposable utensils/plates if they are not part of a specific event.

Monthly Charges

Monthly charges such as water coolers, coffee and tea delivery, and kitchen supplies (consumable) must include approved OOEF. Blanket OOEFs can be created and used for repeat charges during the fiscal year.   

ProCard Purchases

Entertainment expenses purchased with a ProCard must include a  pre-approved OOEF. Grocery store items/catering (Whole Foods, Central Market, HEB, Wheatsville) are the most common examples of entertainment expenses allowed on the ProCard. Monthly water cooler rental and delivery charges, coffee and tea charges, and cleaning supplies are also allowable. Purchases must be free of Texas sales tax.

A comprehensive listing of prohibited purchases on a ProCard can be found here.


Expenses related to Official Occasions may be reimbursed to individuals and must include an approved OOEF.  Tax is only reimbursable for dine-in purchases.

An itemized receipt and proof of payment are required for meal reimbursements. Examples can be found here.


Entertainment Reimbursement Form (OOEF)

College OOEF Policy

College OOEF Policy FAQ

Entertainment and Official Occations Expenditure Policy Chart

University - Entertainment Expense Policies

Texas Sales and Use Tax Exemption Certificate

University - Tax Exempt Information