UT Dallas Policy Navigator :: Entertainment and Official Occasions :: UTDBP3094 (v2)

Entertainment and Official Occasions - UTDBP3094

Policy Charge

Entertainment Expenditures

Policy Statement

It is the policy of the University of Texas At Dallas that entertainment expenditures for reasonable and appropriate business purposes, including meals, catering, and purchase of alcoholic beverages be made from institutional funds. Institutional funds shall include designated, auxiliary, unrestricted gifts, and restricted gifts and contracts with express approval of the donor or grantor. Funds appropriated by the State of Texas shall not be used to pay for entertainment expenditures. 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 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. 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 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 in the Office of Budget and Finance frequently asked question database (AskYODA) at Entertainment Expenditures.

UT System Board of Regents Rules

Travel Rule
Spousal Travel Policy
Travel and Entertainment by Chief Administrators

Policy History

  • Issued: 2007-07-31
  • Revised: 2014-09-24