Entertainment and Official Occasions - UTDBP3094
The expenditure of funds for business-purpose entertainment and official occasions shall comply with federal and state law, the University of Texas System, and the guidelines established by University policy.
It is the policy of the University of Texas at Dallas that entertainment expenditures for reasonable and appropriate business purposes, including meals and catering be paid from institutional funds. Institutional funds shall include designated, auxiliary and gift, unless prohibited by the donor, as well as research awards having the express approval of the grantor. Funds appropriated by the State of Texas shall not be used to pay for entertainment expenditures.
University employees may be reimbursed from non-appropriated funds (derived from sources other than student tuition and fees), including gift and endowment funds (unless prohibited by the donor), for expenses incurred for the purchase of alcoholic beverages when dispensed in conjunction with University-related business and approved by the appropriate Vice President or Dean. When alcoholic beverages are purchased in conjunction with meals, the maximum reimbursement rate for that meal will apply.
All expenditures related to entertainment shall be processed by the University in accordance with Federal and State laws, and evaluated and approved in accordance with the best value for the University and at a reasonable cost. These two guiding principles shall be continually reviewed and approved through the organizational approval processes within the University.
Guidelines for the Expenditure of Funds
This policy makes no attempt to codify all expenditure scenarios. Rather, this policy statement shall serve as a broad guideline of expectations with regard to the most efficient, effective, and compliant use of funds entrusted to the University. Expenses are reasonable when they are appropriate for the nature of a particular business event, e.g., a dinner associated with gift development or a lunch with a faculty or staff member being recruited, and readily justified as having an appropriate business purpose. "Appropriate" means neither meager nor extravagant. Specific guidance and processing procedures for the payment of entertainment expenditures can be found on the Office of Budget and Finance website: https://finance.utdallas.edu/.
Related Regulations, Policies, and Rules
Texas Government Code Chapter 660, Travel Expenses University of Texas Regents Rule 20205, Expenditures for Travel and Entertainment by Chief Administrators and for the Maintenance of University Residences
UTDBP3104 Policy on Travel Expenses
Vice President for the Office of Budget and Finance
Vice President for Budget and Finance and Chief Financial Officer
- Issued: 2007-07-31
- Revised: 2014-09-24
- Revised: 2018-06-01
- Editorial Amendments: 2021-05-18