The University of Texas at Austin
Division of Diversity and Community
Engagement
DDCE Business Procedures Guide
Entertainment
OOEF
VPE
1
Content Contribution by: Tabitha McDaniel
The University of Texas at Austin
Division of Diversity and Community
Engagement
DDCE Business Procedures Guide
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
OOEF - VPE
2has received final approval.
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Entertainment
OOEF
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.
http://www.utexas.edu/business/accounting/hbp/forms/occasion.pdf
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.
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Entertainment
VPE
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.
Entertainment
VPE
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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.
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VPE
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.
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Entertainment
VPE
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 backup 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.html