External Guest Business Meals
The University may pay or reimburse pre-approved and properly documented meals for which the primary purpose is a business discussion. Business meals must include at least one non-University employee whose presence is necessary to the business discussion. Expenses may be incurred only for those individuals whose presence is necessary to the business discussion (no spouses). The University will not pay or reimburse meal expenses that lack documentation or a clear business purpose.
- For every business meal, the following is required: a list of attendees, original/itemized receipts, business purpose, time/date/location of meal.
- Tips are limited to not exceed 20% of the bill.
- Expenditure amounts for meals will be deemed "reasonable" if they do not exceed the federal per diem rates.
- Business meals are exempt from sales tax.
- As a general rule, alcohol is not permitted. Any questions on alcohol permission should be directed to Lisa Wareham and/or Samantha Bragg.
Program Area Brown Bags & Faculty Lab Business Functions:
When the appropriate University funding source is available and can be used for such purpose, the University may pay or reimburse pre-approved and properly documented meals at University functions for which the primary purpose is a business discussion. Requests for food purchases for these areas are limited to one Program Area Brown Bag and one Faculty Lab Business function per semester. Program Area Brown Bag attendees should include members from the specific program area as well as anyone necessary to the program's business discussion. Faculty Lab Business functions should include the faculty for the specific labs as well as anyone necessary to the business discussion. The expenditure should be reasonable and appropriate for the number of attendees necessary (no spouses). Alcohol will not be approved. Expenditure amounts for meal requests at University functions will be deemed "reasonable" if they follow the guidelines listed below:
A. Per Diem AY 22-23
$16 per person for Breakfast and Lunch
$32 per person for Dinner
B. Does not exceed per diem/per person, not including tip.
C. Anytime catering orders are placed, no excess can be ordered beyond the max per person limit of the RSVP’d attendees necessary to the program area or lab and the business discussion.
D. A list of attendees as well as a business meeting agenda is required to be provided by the faculty member to the Purchasing Fiscal Associate for such meals at University functions.
E. If the program area or faculty member prefers, instead of one working business, they could choose the other option of two working business meals to discuss program or lab plans, have program or lab end of semester wrap-up, etc. per semester at up to the per diem per person, not including tip.