When is it required?
- Expenses associated with an event, official occasion, entertainment, or hospitality.
- See: BEF Quick Reference Policy Chart
Which events/items can be included on the same form?
- The form allows up to 3 events to be included on the same form.
- Purchases/payments related to the same event (Ex: catering, dry cleaning, decorations)
- Multiple meals for the same activity (candidate breakfast/lunch/dinner)
- Do not include on the same BEF form: multiple unrelated events
What goes in “ Other ” ?
- Service fees
- Tablecloths
- Non-consumables
- Flowers
- Decorations
- Club memberships
- Sponsorships
Examples of Business Purpose:
- Donor cultivation
- Lunch/dinner with ___________to cultivate relationship and encourage UTSA patronage.
- Lunch/dinner with ___________to discuss capital campaign and encourage UTSA patronage.
- Lunch/dinner with ___________to discuss support of [Athletics division].
- Lunch/dinner with ___________to discuss support of [specific UTSA initiative].
- Business meals (employee only)
- Lunch/dinner to discuss ___________.
- Employee appreciation
- Holiday reception to celebrate employee excellence, contribution to university and improve employee relations.
- Event/gift to recognize employee excellence and service to the university.
Who needs to sign?
- Event Host/Individual Certifying Payment (Requestor)
- Department Manter (Approver)
- See BEF Quick Reference Policy Chart for what additional signatures may be required
Backup documentation
- Receipts
- List of participants with affiliation to UTSA
- Agenda if applicable
- Justification for over the per person limit (VP)
Latest News
View All News Stories
December 15, 2025
Endia Hayes, Ph.D. Publishes Article in Sage JournalsDr. Endia Hayes, Assistant Professor at UTSA publishes article, "Sensing the Black femme: Spit's obsessions and pleasures in Aunt Dicy Tales," in Sage Journals.
December 12, 2025
Dr. Catherine Clinton interviewed by The Guardian about the one-act play Oh, Mary!Dr. Catherine Clinton, UTSA Professor of History and author of Mrs. Lincoln: A Life, gives her take on the one-act play Oh, Mary! for The Guardian.
