Business meetings and special events are a necessary investment in advancing the College's interests in recruitment, development and research. The College supports those functions by reimbursing staff for out-of-pocket expenses associated with these functions.
The Policy
Qualifying Meetings
Expenditures in association with business meetings are to be reasonable and appropriate for an educational institution. Business meetings include situations in which business cannot be transacted other than at a mealtime or in which planned meetings extend through the normal mealtime. Business meeting expenses may include charges for meals as well as other direct costs of the meeting (e.g., room setup charges, wait staff, etc.). As a general policy, meetings are more economical when held on College premises. For instance, Kline Commons or other on-campus service should normally be used for luncheon meetings.
Qualifying Entertainment
There are occasions when it is necessary for the College to sponsor functions for the benefit of special visitors, speakers, prospective faculty and students. If it is necessary for these functions to occur off-campus or while in travel status, staff will be reimbursed for out-of-pocket expenses subject to the following guidelines:
- The costs of gatherings are to be reasonable based on the size and purpose of the event.
- The number of College employees accompanying guests should be appropriate to the purpose of such entertainment.
Meal Reimbursement
If it is not feasible to conduct a meeting on-campus, the cost for meals should not exceed the following per-person, meal reimbursement rates:
*Detailed receipts for each expense are required for all reimbursements; credit card slips will not be accepted as a receipt. The College will not reimburse for unreasonable or excessive food, beverage and miscellaneous expenses.
| Meal | Without Itemized Receipt | With Itemized Receipt |
| Breakfast | $7.00 | up to $10.00 |
| Lunch | $10.00 | up to $15.00 |
| Dinner | $20.00 | up to $30.00 |
Reimbursement of Expenses
When a person hosts a meeting or event, they will be reimbursed for out-of-pocket expenses associated with conduct the business of the College. A Meeting and Entertainment Expense Form is to be completed for each activity. All documentation should be submitted to the accounts payable office within 10 days of the conclusion of the activity. College staff should not lose or gain personal funds as a result of sponsoring a meeting or event.
- Reimbursement of expenses for meetings where meals are served are to include an explanation of the purpose of the meeting and a list of attendees and their affiliation to the College.
- Reimbursement of expenses for entertainment are to include an explanation of the purpose of the meeting, the number of attendees and an itemization of expenses.
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Note: The Controller's Office must approve all requests that deviate from the guidelines as stipulated in this website.