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Entertainment Expenses

An Official Occasion Expense Form (OOEF) is required for all events and business meals (excluding meals purchased while on official travel)

Entertainment expenses are limited to $100/person (including tax and gratuity). Alcohol cannot exceed more than 50% of the event cost (before tax), and gratuity cannot exceed 20% of the pre-tax amount

NOTE: If you spend more than the $100/person limit, the 50% alcohol cap, or the 20% sales tax limit, the Office of Accounting will not reimburse the overage.

If you are planning to use a ProCard to make any purchases for your event, the OOEF must be submitted at least two (2) business days before the event.

  • The ProCard cannot be used in restaurants, but with pre-approval can be used to purchase food or event supplies from grocery stores. The user will need to present the Texas Sales and Use Tax Certificate at the time of purchase.
  • As with all other ProCard purchases, users are reponsible for submitting the ProCard Charge Form and original receipt and for ensuring that sales tax is not charged for the purchase.

To request reimbursement for a meal or entertainment expense, submit an OOEF and upload the itemized receipt(s) showing proof of payment for the expense(s).

NOTE: Prior approval is required to serve alcohol at on campus events - submit request here.