(A)       The authorized purposes of incurring reimbursable entertainment expenses.

(1)       To establish and maintain effective external communications and relationships for the benefit of the university.

(2)       To assist operationally in the utilization of early morning, noontime, and evening hours in conference activity with external clientele or prospective employees of the university, thus expanding the available working hours for such purposes, with individual guests or small groups of guests.

(3)       To support appropriate amenities accompanying authorized and organized events of the university, such as authorized conferences and academic ceremonies in which friends and clientele of the university are invited guests in group arrangements of substantial size.

(B)       The authorized purposes of reimbursable entertainment expense do not generally include, unless specifically authorized by the appropriate vice president for their respective areas of responsibility:

(1)       Entertainment of colleagues within the university, or spouses or personal acquaintances, except where such persons are inseparably intermingled with official guests at events and pursuant to authorized purposes as listed in paragraph (A) of this rule.

(2)       Entertainment in personal residences of employees.

(C)       Policies.

(1)       Food and beverages. Reimbursable amounts for food and beverages shall be reasonable and actual. Reimbursement for costs of alcoholic beverages form university funds will not be authorized.

(2)       Incidental costs. Reimbursable costs for incidental expenses, such as gratuities for service, use of entertainment space, room arrangements, or floral or other decorations, shall be reasonable and actual. These incidental costs must be related to the authorized purposes of incurring reimbursable entertainment expenses as outlined in paragraph (a) of this rule.

(D)       Procedures.

(1)       Reimbursement authorization for large group entertainment must be obtained from departmental unit directors or chairpersons, and the responsible vice president where applicable.

(2)       The individual is responsible for all expenses. All reimbursements, must be requested in writing on an "Expense Statement" form. This form must indicate dates, reasonable itemizations; be accompanied by original receipts or bills, lists of participants; and have proper authorizations. If the request is properly prepared and approved, it will be processed for immediate payment. "Expense Statement" forms may be downloaded from this website.

(3)       The university’s departmental card is not to be used for entertainment-related expenditures.

Effective: June 1, 2007
Prior Effective Dates: April 21, 1992; October 25, 2000