Hospitality and Expenses

Hospitality expenses will be subject to a higher level of public and regulatory scrutiny than the expenses for other types of meetings or events. Please keep this in mind when making purchases and requesting reimbursements, and reference the Expense Allowability Grid often.

Food and Refreshments

Food may be provided occasionally or infrequently at regularly scheduled meetings. University policy does not permit payment or reimbursement when two or more employees choose to have a meal together to continue their business as an incidental part of the meal, when the meal is of a reciprocal nature, or when the meeting could have been scheduled during regular working hours.

• Food and refreshment expenses under this policy require the following information:

  • The purpose of the meeting or event

  • Names of attendees, unless it exceeds 25 individuals

  • Expected cost of the meal per planned number of attendees

• Meal limits for business expenses must not exceed the following limits:

  • Light refreshments: $10 average per attendee

  • Breakfast: $25 per attendee

  • Lunch: $25 per attendee

  • Dinner: $50 per attendee

Meals While in Travel Status

While several employees are in travel status and dine together, the fact that they are dining together does not constitute a business group meal and should not be paid as a business group meal (all attending should pay their share). Since each employee is in travel status, each would have a per diem available and will be reimbursed accordingly. In addition, University employees should not serve as hosts for other non-employees who are also in travel status and eligible for a travel allowance.

Tipping

Tips should not exceed 20%.

• In some cases, tips on meals may exceed 20% when there is a mandatory fee charged for a large group.

• Tips on delivery of items such as food, flowers, etc. should be reasonable, and in most cases may be less than 20%. Mandatory fees should be taken into account when tips are calculated.

• Tips may be rounded up to the nearest whole dollar.

Additional questions can be directed to Clarence Wethern.