Download the Event Planning Checklist

The Official Occasion Expense Online Form (OOEF) gives permission to spend money using the organization’s UT account or a McCombs funding source.

• The OOEF is accessible to only two designated representatives from each student organization.
• Send the OOEF with your budget to Karl Spencer at least two weeks prior to your event (one month prior for large events).

Rooms and Spaces

Business School Room Reservations

• Available to only two designated representatives from each student organization.
• Legacy Rooms require a faculty or staff member to be present at the event and can only be reserved by the McCombs department that co-sponsors your event.

Find a Space: Office of the Dean of Students

• Database designed to help student organizations in locating both indoor and outdoor spaces for their events.
• See photos/descriptions of event spaces and get contact information for reservations.

General Classroom Reservations (Student Activities)

Student organizations must use this request form for all on-campus general purpose rooms (this includes most classrooms in McCombs buildings).

Frito-Lay Leadership Center Reservations

For McCombs Affiliated Student Organziations only.

• MASO students can reserve the two available conference rooms through Karl Spencer (must be for official organization business).
• Recurring meeting requests for the Frito-Lay Leadership Center are taken after the first MASO training of each semester.
• If you receive a new student ID, email Karl Spencer to make sure it’s on file.
• Rooms with media capabilities are available in the UTC, CBA, and GSB McCombs buildings.

Event Food

Fill out the online approval form for food at events

MASO students must fill out the online food approval form at least 10 days in advance of their event. Bake sale/potluck items can be exceptions. Contact our office for more information.

Refer to the approved vendor list given at MASO training or visit the Student Life Office to get the most up-to-date list.

Event Parking

If you need parking assistance for your event, fill out the Departmental One-Usage Garage Card Request. Come by our office; we will assist you with the form, have it signed, and contact the designated member to pick up the form prior to the event.

Before you come in to fill out the form, be sure to know the account information for charging the pass fees ($11/pass).

Funding

BBA Student Life Funding: check your email in September for further instructions.

BBA Alumni Endowed Excellence Fund: funding is allocated by a committee of alumni, students, and Student Life staff twice a year. Applications are due August 15th by 12:00 pm.

Corporate Funding:

• Send a proposal (PDF) to Stephanie Hinojosa-Galvan.
• Your proposal will be listed online for companies to review.
• For corporate contacts, send an Excel spreadsheet (in alphabetical order) to Stephanie Hinojosa-Galvan.

Spending

Payee Information Forms are required for payments to vendors or individuals if they’re not already listed in the UT payment system.

• Vendor PIF: vendors must be willing to set up a direct bill with the Student Life Office and accept payment within 30 days of service or bill (whichever is later).
• Student PIF: used for student(s) receiving cash prizes or awards from competitions.

Office supplies:

MASOs get a discounted price with Office Max Today’s Solution and should not purchase supplies with university funds with another vendor. Submit the item number, description, quantity, and price to Karl Spencer at least 5 working days before you actually need the supplies.

W-9 Form Request

Fill in vendor information (Company Name, address, Contact Name, phone and fax numbers) and check the W-9 box.

The UT Department should be:

McCombs School of Business/Texas BBA Program Office
1 University Station, B6100
Austin, TX 78712

Contact name, phone and fax number should be sent to Karl Spencer for records. In the comments box, include the name of the organization requesting the information.

Opening a Bank and Credit Union Account requires a Social Secutiy Number (not recommended) or an EIN (Employee Identification Number). The SALD Office has records of EINs for organizations. Check with them before requesting from the IRS.

• Membership dues and fees go into off-campus accounts. 
• Money donated to the university cannot go into off-campus accounts.
• You cannot use the university’s tax exemption when using funds out of off-campus bank accounts.

Apply for an Employer Identification Number

 1. Select ‘Apply Now’.

2. Select ‘Begin Application’.

3. Select ‘View Additional Types, including Tax Exempt and Government Organizations’ and continue.

4. Select PTA/PTO or School Organizations and continue.

5. Fill in name and SSN and select ‘I am a responsible and duly authorized officer or member of this organization (not 3rd party)’

6. Complete mailing address (Student Activities Org mailbox) and your phone number. Call the Student Activities Office at 512-471-3065 for questions.

7. For specific name, enter the name of your student organization.

8. Mail should be sent to the address you enter.

9. Continue filling out the form where applicable.

Note: the SSN of the individual filling out the form shows on the last page; however, the organization is liable for any taxes and/or forms that are required, etc.

• Message Monitors: review message monitor guidelines and have another person review your slide prior to emailing it in.
• BBA Social Media: Submit posts, pictures, and announcements via our Social Media Form.
  • Email us if you have any questions.
• Posters & flyers: Review our posting policy prior to creating your marketing pieces and/or sending members to put them up.
  • If UT funds are allocated to your organization and spent on printing, ink sheets must be turned in to CBA 2.302 within one working day.
  • Posters on tripods may be put up one week prior to your event and must be stamped by Student Life.
• Large poster mounting and printing: use your organization’s UT account number.
  • Easel reservations are available from AV Technology Solutions or Student Life.
  • Location reservations (doors in front of respective office) are available through the Dean’s Office or Student Life.
  • Receipts must be turned into CBA 2.302 within one working day.
• Websites: the McCombs Web Team does not host student websites. Visit Student Activities for information on a web presence for your organization.
• Student business cards: UT Printing Services can make your organization up to 100 official McCombs business cards for $15.
  • Visit BBA Career Services in CBA 2.116 or download the form from McCombs Online Resources.
• McCombs logo download: please review logo guidelines before downloading and using the logo for your promotional materials.
  • You must include the Student Life logo on all marketing materials.

If you are attending a trip organized or sponsored by the Office of Student Life, you must complete all travel documents and follow university travel requirements and guidelines.

View travel documents