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Since many business and professional discussions,
negotiations, and transactions take place during
periods of entertainment, it is recognized that
business entertainment is important to the operation
of the University. By definition, business entertainment
involves those expenses incurred in extending
reasonable hospitality to University guests.
Claim for reimbursement of entertainment expenses
incurred while not in travel status should be
submitted on a requisition.
The intent of these regulations is to indicate
guidelines for control purposes. Therefore,
the following conditions must be met before
entertainment expenses may be authorized.
- The principal character or purpose of the
entertainment occasion must be University
business. Direct benefit to the University
should result from entertainment expenditures.
- Entertainment expenditures must be reasonable
and documented on a basis that will show the
following:
- Identification of the person or group
being entertained, and of the University
personnel who officially represent the University.
If a small group is being entertained, the
names of all persons attending should be
shown; for larger groups, only the name
or names of the honored guest should be
indicated along with the number of persons
attending. In all cases, official University
representatives should be listed.
- A brief statement as to the reason or
purpose of the entertainment and/or benefit
to be gained by the University.
- The place of entertainment.
- Receipts or invoices for entertainment
are required.
- Entertainment may be authorized for the
following categories:
Prospective faculty and staff The University
is recruiting in a highly competitive market for
top faculty and staff. The University policy is
to invite prospective faculty and staff to the
campus. Both prospect and spouse may be invited
if deemed advantageous; and travel, lodging, and
food expenses will be reimbursed. Entertainment,
on a reasonable basis, associated with a recruitment
visit is recognized as a proper expenditure.
Official guests of the University or any of
its divisions Entertainment of guests is appropriate
and is usually undertaken by administrative officials,
deans, department heads or designated faculty
members, or by other individuals designated by
administrative officials. However, the University
will not reimburse guests for travel and related
expenses except those traveling to the University
on specific invitation.
Groups attending conferences, workshops, meetings,
and seminars Many conferences and workshops
conducted by the University are supported by registration
fees. In these instances, all expenses will be
covered including those for entertainment since
no funding is required from University funds.
Meals and non-alcoholic refreshments for other
campus business meetings related to University
purposes are allowable when those meals and refreshments
are incidental to such meetings. For example,
meals and refreshments served during the course
of lengthy meetings when it is not practicable
to interrupt for lunch are allowable; whereas
the occasional business lunch where two or more
University employees discuss University related
business is not allowable. Persons receiving meals
under these circumstances should not claim the
State meal allowance.
No entertainment expenses shall be incurred that
are contrary to State statutes and applicable
regulations. Expenditures for alcoholic beverages,
civic and other club dues, and lobbying efforts
are specifically prohibited.
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