Expenditure Guidlines

Hosting

Hosting Policy and Reimbursement Procedure

Hosting Policy

It is recognized that hosting situations are different than travel situations and that often campus host people must incur meal costs exceeding standard travel rates. The University has established up to $10.00 for breakfast, $20.00 for lunch and $40.00 per dinner as a level within which the cost of the meal will be considered reasonable. Amounts incurred over the 'pro forma reasonableness levels' will require that a detailed itemization of the meal costs and an explanation for the additional allowance be submitted to the Business Office for review. The Associate Vice President for Administration will be responsible for applying tests of reasonableness to the facts provided. Rejection of payment against state funds does not preclude the reasonableness of the costs being paid from other campus non-state funds.

The purchase and/or consumption of alcoholic beverages is considered to be an entertainment expense and constitutes a personal expense that is not reimbursable.

Hosting Reimbursement Procedure

• Prepare an approved Oracle requisition and purchase order.
• Write the PO number on the itemized receipt and list all attendees.
• Submit the itemized receipt with the PO number to the Business Office.

For reimbursement when hosting expenses are charged to the host's personal credit card see Personal Credit Card Reimbursement Procedure.

Honoraria Procedure

Honoraria Procedure Guidelines

Nonemployee Food and Beverage Guidelines

updated 10/01/07