L & S Policy on Receptions
This document contains the definition of a reception and the associated L & S policy on receptions. There are also links to the Accounting Services form associate with receptions and the UW System Financial polilcy on receptions.
A reception is defined in UW System Financial & Administrative Policy as "A 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. Unlike a business meeting, a reception may not have a specific agenda or time frame. Like a business meeting the purpose must be related to or promote the mission of the hosting department." We distinguish between "receptions" (which are work-related but predominantly social occasions) and "meetings" (where formal business is conducted). Reimbursement for meal expenses related to the latter fall under specific guidelines; departments should consult the business office to determine whether reimbursement is appropriate, and if so, how it may be sought.
L&S has established a $10 per person limit on reception costs. Requests for payment of reception costs must include approval of the department chair or director, a statement or document which substantiates the official business relatedness of the reception, the number of people attending, and original invoices/receipts showing the amount to be paid or reimbursed.
Per UW System Administration travel policy, receptions that are attended primarily by UW/State employees must be held in UW facilities unless an adequate UW facility is not available. Justification for not using a UW facility and approval of the institution controller (Asst Vice Chancellor-Business Services) are required if UW facilities are not used. The justification and approval must be attached to all requests for payment transactions.