Official Functions vs. Business Meals
It is important to correctly identify the type of expense and ensure all required documentation is obtained before submitting expenses for reimbursement or reconciliation.
Official Functions
An Official Function is a university-sponsored event that may include a social component but primarily advances, supports, or contributes to the university's mission.
An Official Function Expense is a reasonable and moderate expense directly associated with an approved official function.
Examples of Official Functions:
- Holiday party
- New employee welcome event
- Retirement celebration
- Departmental end-of-year recognition event
Required Documentation:
Before any expenses are incurred, a signed Official Functions Preapproval Form must be obtained.
To reconcile or request reimbursement for Official Function expenses, include the following documentation in your expense report:
- Signed Official Functions Preapproval Form
- Attendee list
- Agenda or event schedule (if applicable)
- Itemized receipts and supporting documentation
Business Meals
A Business Meal is a breakfast, lunch, dinner, or refreshment expense attended by two or more individuals where a clear UW–Madison business purpose is being conducted.
Examples of Business Meals:
- Dinner with an invited speaker to discuss research collaborations
- Lunch with a faculty candidate during an interview visit
- Meal with external partners to discuss university business
Required Documentation:
To reconcile or request reimbursement for Business Meal expenses, submit:
- Business purpose
- Attendee list
- Agenda or meeting schedule (if applicable)
- Itemized receipts and other supporting documentation
Important Notes:
- Many non-event expenses require an official functions preapproval form, such as booking travel accommodations for the spouse of a job interviewee. Be sure to familiarize yourself with the list of expenses in the Official Functions policy that require a preapproval form.
- If you are unsure whether an event qualifies as an Official Function or Business Meal, review the resources below or consult your supervisor/colleagues before incurring expenses.