Event Planning

• Official Occasion Expense On-line Form (OOEF)  - The on-line OOEF is accesible to two designated student reps from each org  |  Please send budget when you submit the OOEF to amanda.davidson@mccombs.utexas.edu two weeks prior to event, one month for large events.
• Business School Room Reservations  | The on-line McCombs Event Room Request is accesible to two designated student reps from each org | Legacy Rooms require a faculty or staff member to be present at event.  
• General Classroom Reservations (SALD) | Student Activities and Leadership Development Office has an online request system that MASO orgs must use for all general purpose rooms across campus, including most classrooms in McCombs.
• Media available in UTC and GSB Rooms 
• Having Food? Online Approval | Log onto Food Distribution Form with your EID on the right side of the page | Unless you are having bake sale items or a pot-luck MASO orgs must fill out the on-line food approval form at least 10 days in advance. | Log onto Food Distribution Form with your EID on the right side of the page | Unless you are having bake sale iteams or a pot-luck MASO orgs must fill out the on-line food approval form at least 10 days in advance.
• Frito-Lay Leadership Center Reservations | Only McCombs Affiliated Student Organizations can reserve the two Frito Lay Conference rooms through Stephanie Hinojosa-Galvan for official org business | Stephanie will take reccuring meeting requests for Frito-Lay LC after the Aug 25 training.

Funding and Spending

UPO Funding Request System

1. Funding allocated by Office of Student Life
2. Log in, choose your organization from drop down, scroll to bottom of the request data page and select Create New Request

Corporate Funding

1. Send a proposal to cece.ridder@mccombs.utexas.edu in PDF format
2. Your proposal will be listed on Giving to Student Organizations for companies to review
3. For corporate contacts, send an Excel list in alpha order to CeCe Ridder

Payee Information Forms

1. Required for individual reimbursements or vendor payments if not already in UT payment system

Vendor

1. Must be willing to set up direct bill with Office of Student Life and accept payment within 30 days of service or bill whichever is later

Student  

1. Reimbursement or Cash Prize
2. Only one re-imbursement per organization per semester allowed   

W-9 Form Request

1. Fill in the vendor information (company name, address, contact name, phone and fax numbers) and check the W-9 box
2. The UT Department should be McCombs School of Business/Undergraduate Programs Office, 1 University Station, B6100, Austin, TX  78712
3. Contact name, phone & fax numbers, and email should be Stephanie or Amanda
4. In the comments box, include the name of the organization requesting the information. 

Off-Campus Bank Account

Opening Bank and Credit Union Account | Requires a social security numbers [NOT recommended] OR an EIN (Employee Identification Number) | SALD Office has records of EINs for organizations - check before requesting from the IRS.

Get EIN from the IRS (takes about 10 minutes to complete the form)

Apply for an Employer Identification Number (EIN) Online

• Select APPLY NOW
• Select Begin Application
• Select View Additional Types, including Tax Exempt and Government Organizations and Continue
• Select PTA/PTO or School Organizations and Continue
• Select Continue

• Fill in name and SSN  and select "I am a responsible and duly authorized officer or member of this organization (NOT 3rd party)"
• Complete mailing address (SALD Org Mailbox or 1 University Station B6100, Austin, TX  78712) and your phone number
• For specific name, enter your organization’s name
• Mail should be sent to the address you enter
• Then continue filling out the form

NOTE:  The SSN of the individual who is filling out the form shows on the last page but the organization is liable for any taxes, forms that are required, etc.

Membership dues and fees go into off-campus accounts

Money donated to the University cannot go into off-campus bank accounts

You may not use the University's tax exemption when using funds out of off-campus bank accounts

Printing and Promotion

• Message Monitors | Please review message monitor website and have another person review your slide prior to emailing it to Dean Susie Brown at Susie.Brown@mccombs.utexas.edu 
• BBA Blog | Submit blurbs, pictures and announcements to bbanews@mccombs.utexas.edu
• Posters and Flyers | Review posting policy prior to creating your marketing pieces or sending members to put them up | If UT funds are allocated to your org and spent on printing pink sheets MUST be turned into CBA 2.302 within 1 working day
• Large Poster Mounting and Printing | Use UT account number |  Reserve an easel from Media Services or OSL |  Reserve location (doors in front of respective office) through Dean's Office or OSL |  Receipt must be turned into CBA 2.302 within 1 working day
• Websites | McCombs can no longer host student organization sites but recommends visiting the SALD website to get info on hosting on a UT server
• Student Business Cards |  UT Printing can make you 100 official McCombs business cards for $15 – Visit BBA Career Services at CBA 2.116 or McCombs Online Resources for the form
• McCombs Logo Download | Please review logo guidelines before downloading and utilizing the logo| The Office of Student Life can send you their logo if they are sponsoring your event      

Travel

• Travel Document website | If you are attending a trip organized or sponsored by the Office of Student Life you must complete the documents and follow the instructions on this website
• Additional Student Travel Info. from VP of Student Affairs