Business Office - Hosted Meals/Refreshments/Receptions

Expense Reimbursement Guidelines for Hosted Meals, Refreshment Breaks & Receptions from the SoHE Business Office.

For events that are catered, require a room/space rental, require a contract or charge a registration fee, see Hosted Events.  For events that are primarily social in nature, see Policy UW-3075 – Official Functions and Expenses.



Maximum Rates Allowed per Person are based on actual expenses incurred and include tax and tips or required gratuities up to 20%. See below for specific rates.

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BUSINESS MEALS

Business/Hosted Meal expenses include breakfasts, lunches, and dinners at University sponsored events or business functions that are not purely social in nature. Events such as: SoHE-hosted events, faculty and staff recruitments, visiting scholars, or for development purposes. A hosted meal is NOT travel per diem meal. Allowable alcohol purchases differ by types of meals/events. Approvals may be needed. Please consult the Business Office in advance on policy details.

For the full policy related to the above, please see Division of Business Services Business Meals


Business/Hosted Meals Checklist (click for printable checklist)

The following documentation and information is required for each Hosted Meal reimbursement:

Alcohol expenses ONLY: 

Faculty/Staff recruitment searches ONLY:




REFRESHMENTS

Expense Type to use in e-Reimbursement: Event-Fees/Refreshments/Food

Refreshment break expenses must be limited to one break each morning and afternoon. The break may consist of nonalcoholic beverages such as coffee, tea or soft drinks, and a small food item. The total cost must be reasonable and should not exceed $10.00 per person. Events that include a continental breakfast must not include additional food items at the morning break.

Note: Refreshment break expenses are allowable only in association with a business event that meets one of the following criteria:

For the full policy related to the above, please see Planning a UW Event

 

Refreshments Checklist (click for printable checklist)

The following documentation should be submitted for each Refreshment/Break expense:




RECEPTIONS

Expense Type to use in e-Reimbursement: Event-Fees/Refreshments/Food

A reception is defined as a gathering of individuals associated with an 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.

For the full policy related to the above, please see Planning a UW Event


Reception Checklist (click for printable checklist)

The following documentation should be submitted for Reception event expenses:

Alcohol expenses ONLY: 




Official Functions

DEFINITION

PRE-APPROVAL

EXAMPLES

If you’re ever in doubt about whether or not an event qualifies as an Official Function, please see the Business Office. Also see Offical Functions FAQ and Division of Business Services Official Functions Policy for more details and examples.