University Launches Improved HBP 9.1.1 Entertainment Expenses and Guidelines
HBP 9.1.1 Entertainment Expenses and Guidelines has been updated in collaboration with university campus partners to better support the needs of the campus community. Colleges, Schools, and Units (CSUs) are encouraged to begin following the updated process immediately. Additionally, CSUs should assist user departments across all areas to ensure full understanding of the new process.
The updated HBP 9.1.1 will be published and made effective as of February 3, 2025. To facilitate successful implementation and ensure a smooth transition, there will be a three-month period for CSUs to adopt the new process. During this time, we encourage CSUs to reach out if they have any questions on implementation.
The deadline for full implementation of the new process is May 1, 2025. After this date, requests that do not align with the updated process will not be accepted and will be returned.
For more information about these changes please contact the Accounts Payable Office at oa.ap@austin.utexas.edu.
Improvements to HBP 9.1.1
The following improvements have been made to the process:
Current policy limits have been clarified.
Approval for the exception process has been expanded.
The alcohol policy now aligns with institutional standards.
Entertainment funding sources have been clarified.
A section regarding on-the-job meals has been added as an allowable expense.
A campus-wide standardized process for entertainment expense voucher approvals has been established.
Additional guidance for university-wide events has been added.
Updated Supporting Documents
