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)
EPIGRAMS Production Poster

November 13, 2023

UTSA Lyric Theatre's Epigrams

The UTSA Lyric Theatre gives commissioned composers the opportunity to premiere their works and challenges student vocalists in its brand-new opera production, Epigrams, premiering this Friday.

November 3, 2023

"New Dimensions to the Margam" Brings Indic Dance to the Carver Center

Published by UTSA Arts

Join Rama Vaidyanathan and co. for a fresh take and exciting performance of the Margam in traditional Bharatanatyam dance!

October 18, 2023

Tracy Cowden uses UTSA endowed professorship to harness healing power of music

Tracy Cowden is making great strides at UTSA at the intersection of music performance and healing.