When is it required?

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)
SGA Aydan Villarreal in full commencement regalia in front of the Rowdy Statue

May 15, 2025

Aydan Villarreal amplifies student voices through advocacy and service

As a political science major and outgoing president of the Student Government Association (SGA), Aydan Villarreal has spent his entire college career championing student perspectives and working to build meaningful and lasting connections between students and university leadership.

Winners of the University Excellence awards alongside COLFA leadership

May 1, 2025

COLFA Faculty University Excellence Awards

The College of Liberal and Fine Arts (COLFA) is proud to celebrate the achievements of seven outstanding faculty members recognized at the 2025 UTSA University Excellence Awards. These annual awards honor faculty and staff who exemplify the university’s commitment to academic excellence, community engagement, student success, and groundbreaking research.

Anna Syptko

April 30, 2025

Lights, Camera, Uplift: Anna Stypko Empowering Young Storytellers

Published by UTSA Arts

Visiting Assistant Professor Anna Stypko in the Film & Media program, brings a dynamic creative perspective to both her teaching and her community engagement efforts. Stypko’s passion for empowering young storytellers shines not only through her role as an educator at UTSA but also through her work with the Eastside Youth Content Creators Program (EYCCP).