1. Entertainment OOEF VPE The University of Texas at Austin Division of Diversity and Community Engagement DDCE Business Procedures Guide Content Contribution by: Tabitha McDaniel 1

2. Entertainment OOEF & VPE An (OOEF)Official Occasion Expense Form must be processed any time University funds are used to pay for expenses related to events and dining out. An “Official Occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by UT (e.g., conferences, meetings, planning retreats, staff meetings). A VPE is a voucher to reimburse individuals or to make payments to vendors for expenses related to an official occasion such as an event or business dining-out. VPEs should be processed once the (OOEF) Official Occasion Expense Form for the event has received final approval. (OOEF) Official Occasion Expense Form The University of Texas at Austin Division of Diversity and Community Engagement DDCE Business Procedures Guide OOEF - VPE 2

3. Entertainment OOEF 3 http://www.utexas.edu/business/accounting/hbp/forms/occasion.pdf OOEF Instructions To the right you will find a preview of the Official Occasion Expense Form (OOEF). Follow this link to open a new OOEF. http://www.utexas.edu/business/accounting/hbp/forms/occasion.pdf Scroll to page 2. Follow the instructions and examples provided on page 2. Save as … Print Route to the appropriate administrators. Tip: Use the most up-to-date OOEF. If you use an old format Accounts Payable may refuse processing until an updated form is filled in and approved.

4. Entertainment VPE 4 VPE Instructions Log into *Define, Type “VPE” into the Command space Enter the following: Action : New Format : 01 Separate Check : x Check Distribution : Select appropriate choice Note: Type “?” in the first space of any field to see a display of options Goods/Services Received: Beg: Enter first date of service End : Enter last date of service Request Payment Date : Enter date or leave blank Req Pay Reason : type ?, Select appropriate choice Vendor ID : type ?, UT EID: Select appropriate choice Hit “Enter.” Confirm the mailing address in Define matches the mailing address on the invoice. Tip: If you can’t find the vendor in the system you may need to process a GGV. Sections: Mark an “x” next to numbers 1 and 2, then hit “Enter”. Section 3, Define Codes is optional.

5. Entertainment VPE 5 VPE Section 1 Voucher Description Payee Reference Comments Use the top section “COMMENTS TO BE PRINTED ON VOUCHER” to describe the reason for payment. This helps UT employees understand what/why you are making a payment. This information is printed on the voucher. Use the “COMMENTS” section to inform the vendor whose account is to be credited for the payment. This information is printed on the check stub. TIP: Making an extra effort to insure a vendor understands which UT department to credit is extremely important. You can use the COMMENT space to identify your department, address, contact person or any other helpful identifiers to ensure proper credit. Hit “Enter” twice. Once to save and once to move to section 2.

6. Entertainment VPE 6 VPE Section 2 Line Items Enter the UT account number Enter a “d” for d/c, d=debit Enter an object code Enter the $ amount paying Enter the invoice number or identifier if invoice number is not available. Hit “Enter” twice. Once for to save and once to move to section 2. Tip: If uncertain about which object code to use, enter a “?” in the first space of the object code section, and hit “enter” to search by keyword. Tip: Employee reimbursements, and when invoice numbers are not available, enter an identifier that helps the employee understand why they are receiving a check. Example: Chuy’s receipt 3/1/15.

7. Entertainment VPE 7 VPE Final Review, Verification, Routing, Printing Final Review - Now that your voucher is complete you may review the document and move freely though the sections to check your work. Verification – allow the system to verify the information and check for errors and warnings. Action : Type “ver” to verify that the document is correct. If correct, a message will appear stating the document is correct. If it is not, an error message will appear. Routing: In the Command line type “app” to approve the document and route it forward to the next approver. Printing: In the Command line type “prt” and enter your TID to print the voucher coversheet. Staple the invoice and any backup documentation to the cover sheet.

8. Entertainment VPE 8 VPE Approval and Documentation Once the document has routed through your local approvers and has routed to “Accounts Payable”, send your voucher coversheet, invoice, receipts, and an approved OOEF to Accounts Payable, Main 132, G0500 Where’s my voucher? In the Command line type “rou” to view where the electronic document has routed. Always retain a copy of your voucher and back- up materials until you confirm these documents have been scanned by Office of Accounting’s Imaging and Documentation Services. Visit this link to verify scanning. http://www.utexas.edu/business/accounting/im age/ If documents are not scanned, then retain documents by fiscal year and refer to the Record Retention Schedule for shredding. http://www.utexas.edu/business/accounting /hbp/20_records/index.htmlhttp://www.utexas.edu/business/accounting /hbp/20_records/index.html