Key Points to Official Functions Planning

  1. Determine estimate cost of event.
  2. MAPP 05.02.02 Addendum A must be completed and approved prior to incurring an official function expense, if event is estimated to be over $5,000. Addendum can be found at http://www.uh.edu/finance/Forms/Official_Functions_Approval_Form.pdf. If Department is receiving outside assistance with the planning and expenses will be incurred in departments cost centers, confirm that an executed Official Functions Approval Form. The Official Functions form is on file. The completed form will need to be attached to all expenditure documents as backups.
  3. An official function expense should include all expenses related to social events, conferences, worskshops, meetings, seminars or retreats such as hotel, meals, presenter/speaker fees, travel, guest speakers, etc.
  4. Please include a spreadsheet detailing all the estimated expenses for function, including but not limited to Speaker fees and travel, venue expense, meals, supplies, etc.
  5. Determine location of event.
  6. If event is to be held off-campus, contracts may be involved.
  7. If event is to be located on-campus, some helpful links can be found in MAPP 09.03.01 pertaining to a variety of items from UC reservation request, to parking reservations and UH police servicesalong with other helpful tips at http://www.uh.edu/af/universityservices/policies/mapp/09/090301.pdf and http://www.uh.edu/af/survival/facilityrental.htm.
  8. Determine if contracts are needed
  9. Note, per MAPP04.04.01A,no person has the authority to bind the university contractually…and contracts are legally binding on the university only upon execution of the contract by the university official with delegated contractual signatory authority.
  10. UH Standard Agreements – forms and guidelines can be found on the Contract Compliance andAdministration website http://www.uh.edu/contractsadministration/ and in MAPP 04.04.01A.

Note: It is recommended that departments process and finalize UH standard contract agreement(s) at least 1 month prior to the event.

  1. Non-UH Standard agreements (agreements provided by vendor or revised UH Standard Agreements) require additional review by Contract Administration and are required to be submitted four to six weeks prior to the contract start date and /or event.
  2. The Texas Comptroller’s Office policy in conjunction with state law requires state agencies and universities to verify a vendor’s hold status for local voucher payments over $500 and for state and local P-Card purchases over $500. In addition, UH is required to verify a vendor’s status prior to signing a written contract that will be paid with local funds.Instructions to verify “Vendor Hold Status” can be found at http://www.uh.edu/finance/Doc_Ref/Vendor%20Hold%20Status.doc. The first preferred method is to check for “vendor hold status” using the UH Peoplesoft Finance System. If vendor cannot be found, then refer to instructions as noted on “vendor hold status” guidelines.
  3. If Department is receiving outside assistance with the planning of the event, and expenses will be incurred in department cost centers, confirm that any expenditures that require a contract has been executed by all parties prior to the start date. A copy of the contract will need to be attached to all expenditure documents as backups.
  1. Determine how to process payments in accordance to policy.
  2. A quick checklist is available on the finance webpage at http://www.uh.edu/finance/Doc_Ref/Procurement%20Rules%20Checklist.xls. This checklist can be used as a guide along with MAPP policy to determine proper procurement procedures.

Note: Contract agreements exceeding $10,000 will require a purchase order; see MAPP 04.01.01.

  1. Per state law, Departments are required to verify prospective vendors “on hold” status with the State of Texas before placing and order with the vendor.
  2. Use appropriate account codes as listed in MAPP05.02.02, Addendum A,Official Functions Accounts.
  1. Hosting a Fund Raising Event?
  2. Donor and Alumni records can provide a more efficient method in processing gifts or table purchases.
  3. Contact Sara Haynes at Donor and Alumni Records for assistance:
  4. Prior to sending mailers to guests/potential donors
  5. Prior to creating/printing response devices.
  6. Response devices are generally used when there is a possibility of receiving gifts such flyers, mail cards or any form of announcement to the public.
  7. A proper response device will save the department the step of processing a GTF for gifts received and should be reviewed prior to public distribution.
  8. Additional information can be found in on the gift handling session_03282007.pdf handout. Training is available to staff.

See MAPP 05.02.02 Official Functions and Discretionary Expenditures

MAPP 09.03.01 Event Reservation and rental of University Facilities

MAPP 04.04.01A Contract Administration

MAPP 04.01.10 Procurement (payment processing)

MAPP 04.02.01A, 04.02.01B Travel

Survival Guide - Special Event Planning http://www.uh.edu/af/survival/facilityrental.htm

Gift Handling Session materials-Mass Solicitations-