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)
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