Guidelines for the Use of Student Government Funds
These guidelines explain how to obtain approval to use student government funds and how to apply for reimbursement for approved student government expenditures.
Auxiliary Enterprises provides a centralized resource for submitting service requests, offering a clear and efficient way to connect with our team. Each request is managed with professionalism and attention to detail, ensuring timely and reliable support.
Event Forms Student FormsTank Pickup Request
Campus Facilities Usage Rates
In some cases, users of campus facilities must reimburse the university for the cost of the space they use. Usage fees cover UTHealth Houston’s actual costs for utilities, maintenance, housekeeping, etc., and are required to be reimbursed to the university as per the Board of Regents Rules and Regulations and Texas state law. If your request to use university facilities is approved, Auxiliary Enterprises will inform you of any usage fees that will apply. For more information, see Handbook of Operating Procedures, Policy 11, Use of University Facilities.
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Request for Solicitation on Campus / Use of University Facilities
To obtain permission to hold any activity or event on campus, including any which may involve or include representatives (or materials, supplies, publications, or advertisements) from commercial entities (vendors, publishers, drug companies, medical equipment and device manufacturers, recruiters, etc.), submit this online form to Auxiliary Enterprises. Such activities ("solicitations") may not take place unless they comply with University rules and are approved in advance by the Auxiliary Enterprises office. For more information, see Handbook of Operating Procedures, Policy 11, Use of University Facilities, and Policy 165, Solicitation on Campus.
Solicitation & Cooley Center Event Request Form
All internal UTHealth Houston customers will need to sign in to Ad Astra using your UTHealth Houston LDAP login UID and password before filling out the request form. Logging into the system will import the customer’s contact information into the UTHealth Houston Solicitation Form & Cooley Center Requests’ event request form. Non-UTHealth Houston customers will still be able to access the new form without logging into Ad Astra. They will have to manually input their contact information.
Contacts
If you have any questions or need help navigating the form, please contact any of the following people for assistance:
Cynthia Collier
[email protected]
713-500-8407Farah Mollohan
[email protected]
713-486-4453Forrest Johnson
[email protected]
832-325-7677 -
Request for Permission to Serve Alcoholic Beverages
To obtain permission to serve alcoholic beverages at any event on campus, submit this form to Auxiliary Enterprises at least 10 business days prior to the event. This form must be signed by the appropriate school Dean and the Chief Financial Officer. For more information, see Handbook of Operating Procedures, Policy 9, Alcoholic Beverages.
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Prior Approval Form for Official Functions (Excel)
To obtain approval for events that will cost more than $2,500, submit this form to the President's Office.
Requirements & Procedures for Ordering Promotional Merchandise
All promotional items and apparel produced for UTHealth Houston-related clubs, groups, activities, fundraisers, and events -- whether the items are for sale or to give away -- must be purchased through UTHealth Houston Bookstores. This document outlines the ordering procedures.
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Request to Use Student Government Funds (Encumbrance)
To get approval to use student government funds, send this form to Auxiliary Enterprises at least 10 business days before funds are needed. This form must be signed by an officer of the student government and the appropriate school Dean.
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Request for Reimbursement: Approved Use of Student Government Funds
To be reimbursed for approved student government activities, send this form to Auxiliary Enterprises within 30 days after the event/use of the funds and with original receipts. This form must be signed by an officer of the student government and the appropriate school Dean.
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Request for Waiver of Student Fees
To request a waiver of student service fees, fill in this online form. To be considered, this form and supporting documentation must be submitted to Auxiliary Enterprises by the 12th day of the fall/spring term or the 4th day of the summer term.
Tank Pickup Request
Need a tank for a special event or departmental use? Use the Tank Request Form to reserve tanks through Auxiliary Enterprises. Please submit your request at least 3 business days in advance to ensure availability and timely delivery. Be sure to include all required details, including delivery location, contact information, and event purpose.
Please ensure that all tanks to be picked up are unchained, capped and have an empty tank sticker. If you have questions, please contact DJuan Spencer at 832-526-3171 or email [email protected] .
Your Voice Matters
We Value Your Feedback
We strive to provide the best customer service within our respective departments, and we value your opinion. If there is anything we are missing or you have any suggestions/comments that will help us to help you better, please fill out our Customer Satisfaction Survey.
Filing a Complaint
While we do encourage feedback via our Customer Satisfaction Survey, we realize that this may not always be an adequate way to resolve a complaint you may have with one of our departments. If you feel you need to pursue a more formal complaint, please read our Complaint Policy and take any and all necessary steps outlined in that policy.