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)
Lead Photo Example

July 6, 2025

UTSA center can run your question through a survey

Published by San Antonio Express-News

The university's 2-year-old Center for Public Opinion Research plans to accept submission through July 18.

school of art

June 26, 2025

Now Hiring at the UTSA School of Art!

We currently have an open position for an Administrative Assistant I/II.

Scene from Cantonese Opera

May 31, 2025

Dr. Wing Chung Ng interviewed with Oregon Public Broadcasting about Cantonese Opera

"A Portland group was formed to support China during wartime. Now it fights a battle to keep the beat of traditional music alive" By Winston Szeto (OPB)