ECE has a handy pdf travel and hospitality guide to help you with the information below, including scenarios. Download here.
If you are looking to book a department-related meal at the Campus Club using the departmental membership number, see the How-To Guide for making reservations here.
A business meal applies to events where those present are part of the University community and in the Minneapolis area. These are infrequent (e.g. quarterly) or special events. Meal limits (not including tip): Breakfast ‒ $35; Lunch ‒ $35; Dinner ‒ $75
A hospitality meal applies to events with invited visitors who “contribute to the intellectual life of the University community” such as those who “deliver a seminar, colloquium talk, or other lecture.” Meals should not exceed $100 per attendee, not including tip. A maximum of four-University employed attendees, in addition to the visitor, may attend the meal. Alcohol is allowed.
A donor relation or faculty recruitment event permits a maximum of $125 per attendee, not including tip. Alcohol is allowed.
DO NOT pay for other people’s meals while you are traveling. Hospitality & Business meals may not be charged while in travel status.
All hospitality meals require an agenda, an attendee list, and itemized receipts (list of items with price per item and final total).
Parties are never allowed. Recognition gatherings or celebrations for awards are permitted.
Alcohol cannot be paid for on the Travel Card. Alcohol may only be charged on gift or business strings (usually 1701, 1750, or 1780). When calculating alcohol sales tax, do not use the subtotal if it includes a benefits surcharge.
Tips may not exceed 20% on any expense.
Lab and office supplies, publishing fees, membership dues, printing costs, and other non-travel expenses may be either purchased with the Travel Card and reconciled or purchased with a personal card and reimbursed through Chrome River.
Report date should be the date business travel began and should conclude the day business travel ended, or should be the date the expense was incurred. Personal travel should never be included in reimbursement reports.
Location should be set for the destination the supplies or membership will be used in. Minneapolis, MN is almost always going to be the destination for lab and office supplies, publishing fees, membership dues, printing costs, and all other non-travel related expenses.