Update: HBP 9.1.1 Entertainment Expenses and Guidelines - Object Code Selections
Following up on our previous communication regarding the upcoming improvements to Handbook of Business Procedures (HBP) 9.1.1, we want to inform you of additional updates that reflect new entertainment object code selections.
The Official Occasion Expense Form (OOEF) and Appendix A (which outlines entertainment voucher requirements) have both been updated to reflect the new entertainment object code selections. These changes are intended to improve clarity and ensure that each entertainment expense category more directly corresponds to its intended business purpose.
Updates are also underway in UT Market, which will incorporate the new object codes into the system. We anticipate these system updates will be live and fully implemented by May 1, 2025.
Below is a summary of changes.
HBP 9.1.1. Appendix A - Updated the entertainment object codes table and definitions in section 2. Voucher Coding to include four new codes for office break room/inventory items, on-the-job-meals, recruitment (faculty or staff), and development-donor relations.
- Updated definitions of previous entertainment object codes for expanded clarification (section 2. Voucher Coding).
- Updated section 1.a.iii. to clarify required documentation and entertainment expense approval procedures.
- Updated section 1.d. State Sales Tax and Mixed Beverage Sales Tax to allow reimbursement of sales tax if meals are paid with a UT-owned departmental travel card administered by TMS; however, whenever possible, the Texas Sales Tax Exemption certificate should be provided.
|
OOEF - Added drop-down selection menus for the new entertainment object codes and the benefit to the University selection, for additional standardization.
- Per VP Legal, added a selection for student organization attestation. Information on this attestation can be found on page 2 of the OOEF.
- Noted optional information clearly on the form.
- Added a section for event recurrence information and estimates.
- Added clarification on when the OOEF would require a signature (i.e., signature is only required if serving alcohol on campus at a non-licensed facility).
|
All CSUs should plan to adopt these new codes by the revised HBP 9.1.1. implementation deadline of May 1, 2025.
If you have any questions or need further guidance, please do not hesitate to contact the Accounts Payable Office at oa.ap@austin.utexas.edu.
