Official Functions Matrix

Definition

Reasonable and moderate expenditures (excluding alcoholic beverages) directly associated with a University Official Function and expense that may have a social component but substantially advances or contributes to the University’s mission.

Gathering of individuals associated with a UW- sponsored event that provides the opportunity for interaction in a setting that is not purely social in nature.

A Business Meal is a breakfast, lunch or dinner with a UW business purpose attended by multiple individuals. Business Meals are not catered, do not require a signed contract, and do not require a space or room rental.

Examples

• Recognition functions to honor distinguished faculty, staff and students for significant, meritorious achievements.

• House hunting trip for faculty or staff (restricted to employee and one spouse/significant other/companion)

• Employee recognition and morale/team building events such as honoring an employee retiring or separating from the University with at least 5 years of service and annual holiday/general appreciation events (one event per department or division).

• Nominal gifts excluding gift cards and cash equivalents (UW logo items only less than $50.00) or flowers related to employee major life events such as weddings, births, or death in a family.

• See Official Functions Policy for full list

• Reception before/after a speaker's presentation

• Conference

• Training session

• Seminar

• Dinner with an invited speaker to discuss shared research interestes.

• Lunch with a faculty candidate and interview committee.

Required Forms

Official Functions Pre-Approval Form, Event/Meal

Form

Event/Meal Form

Event/Meal Form

Allowable on GPR or Grant funds?

No

Yes, up to meal limits*

Yes, up to meal limits*

Allowable on non-GPR or non-Grant funds?

Yes

Yes, up to meal limits* -or- if a registration fee was collected sufficient to cover amounts over meal limits

Yes, up to meal limits*

Appropriate use of Foundation Funding

Alcohol only, up to $50 per person.

May be used for amounts in excess of meal limits and for alcohol up to$50/person.

May be used for amounts in excess of meal limits and for alcohol up to $50/person.

$150/person total limit

Yes

Yes unless a registration fee was collected sufficient to cover amounts in excess of

$150/person

Yes

20% tip limit

Yes

Yes

Yes

Sales Tax

Non-payable/Non-Reimbursable in Wisconsin or in a state with a sales tax reciprocity agreement.

Non-payable/Non-Reimbursable in Wisconsin or in a state with a sales tax reciprocity agreement.

Non-payable/Non-Reimbursable in Wisconsin or in a state with a sales tax reciprocity agreement.

Meal Limits

Within Wisconsin

All Other Continental US

All Other Locations - Including International

Breakfast

$20

$23

$35

Lunch

$21

$24

$40

Dinner

$35

$43

$60

Refreshment Break

- a morning or afternoon break that is part of a larger conference or event

$12

$15

$20

Reception

Reception - a stand-alone event not associated

with a specific meal

Receptions expenses on UW funding are limited by reasonableness and appropriateness standards.

Account Codes:

Catering

2893

AV Equipment

2894

Meeting Space

2895

Food (In-state, Out-of-state,

foreign)

2860, 2861, 2862