Official Occasions

Understanding Official Occasions Expenditures

Your larger university events, which call for food or light refreshments, undoubtedly encourage a hospitable and welcoming ambiance when groups gather to support UTSA sponsored or non-sponsored events within the community. Because these special types of hospitality-related expenses lend themselves to be present on special and dedicated occasions, the flexibility with which your funding sources are selected, should mutually align to support the university’s institutional mission. 

Some qualifying events are associated with official fundraising activities, student-oriented programs, UTSA sponsored events, etc., to help support, foster and solidify the university’s limitless collective social networks. Equally important, and provided your spending flexibility using these accounts, prudence and good judgement should also accompany what is considered best practice.

• Business Related Hospitality and Entertainment Expenditures
• Travel Reimbursement

Job Aids to Help You Process Hospitality and Entertainment Expenses

• Business Hospitality and Entertainment
• Processing Non-Purchase Order Vouchers
• Creators of Non-PO Vouchers
• List of Budget Checking Errors
• Travel Reimbursement Process

Forms to Help You Process Hospitality and Entertainment Expenses

• Business Expense Form (BEF)
• Declaration of Missing Evidence
• Texas Sales and Use of Tax Exemption Certificate
• Travel Reimbursement Settlement (TRS)
• Mileage/Parking Log for Travel Reimbursement