Hospitality Guidance (Allowable and Unallowable Expenses)
Hospitality Expenses are considered provision of food, beverages, activities or events for the purpose of promoting and furthering the University’s mission
Allowable Hospitality Expenses (3 Categories):
- Meals/Refreshments served during business meetings
This is an exception and shouldn’t be commonplace for meetings
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- Served at University sponsored seminars, retreats, workshops or other University functions
- Served during University sponsored meetings of advisory groups, outside reviewers, or other committees when the group is composed of both University employees & non-employees
- Served at a working breakfast, lunch or dinner meetings, when groups of employees are giving up personal time to conduct University business. A formal business discussion must be the purpose of the gathering.
- Meals for prospective employees, visitors, guests, or donors
- Related to individual recruitment of faculty or staff
- Related for individuals invited as academic visitors to contribute to the intellectual life of the University community (i.e. delivering a seminar, colloquium talk or other lecture or performance that benefits the University faculty and/or students)
- Related to marketing University facilities and services to secure potential conference business
- Related to cultivation of donor prospects, whether prospective or previous donors
- University Receptions
- For any employee who retires or terminates from the University, providing that the employee has 15 or more years of service or is an official University retiree
- Contact the business office to confirm years of service and retiree status
- For faculty, staff, and students/families when the predominant number of those in attendance are students
- In order to present/acknowledge awards to faculty, staff, students, and alumni for outstanding accomplishments
- In order to honor visitors, guests or dignitaries
Unallowable Hospitality Expenses (this list is not to be considered exhaustive):
- Alcoholic beverages
- Holiday or other social functions
- Flowers (exception- serve as a decoration for an allowable event)
- Musicians
- Meals for employees
- Items of a personal nature (examples- golf clubs, memberships in social organizations, etc)
- Gifts and charitable contributions
Must provide itemized receipt and list of attendees for a hospitality expense
