College of Engineering Business Hosting Expense Policy

From WICS
Jump to navigation Jump to search
  • Effective - 03/01/2001
  • Last Updated - 05/23/2008

The information below is taken from the College of Engineering Travel Expense Checklist. Over time, this information may be updated and changed by the College, so be sure to check the 'Last Updated' date above to determine if this information seems reasonably current. If you are concerned that some of the information below it out-of-date, then it is probably best to speak with Melanie Caughey (mcaughey@eecs.umich.edu) in the SSEL office area.

Finally, it is important to point out that the College of Engineering has a stricter reimbursement policy than the overall University. Therefore, be sure to observe these guidelines and restrictions for any expense that is being paid by College of Engineering funds (like those from Prof. Wentzloff).

External Documents

Required Information

Host Information

  • Name and address
  • Employee ID (or Social Security number for Non-Employees only)
  • Department telephone
  • Department contact

Host Activity Information

  • Include Event Identifier if used (highly recommended for major events)
  • Indicate business purpose of event and date.
  • Include list of attendees and their University affiliation or other organization.

General Information

  • Any item over $25 requires an original receipt.
  • No gifts are to be processed on Travel Expense Reports. Use Hosting Expense Report instead.
  • $500 minimum advance for faculty and staff; $100 for students and guests.
  • See Travel and Business Hosting Expense SPG for complete instructions, but note that College policies are more restrictive.
  • Gifts which are directly related to College business but could not be purchased with the University Purchasing Card or by purchase order are reimbursable with the Hosting Expense Report form.
  • See http://www.procurement.umich.edu/forms.html for forms.
  • See https://websvcs.itcs.umich.edu/traveloffice-bin/travelmain for required Event Identifier.

Permitted Expenses & Limitations

Business and Hosting Event Meals

  • Business meals generally occur on-site in the College and must have a clear, focused business purpose in order to be reimbursable. "Foster collaboration between departments" is not a clear, focused business purpose, and events of this nature are not reimbursable.
  • Hosting event meals generally occur off-site and are directly related to College business.
  • Tear away meal stubs are not acceptable.
  • Itemized receipt or written certification that no alcohol was purchased is required regardless of whether the expense is incurred by use of personal funds or credit card, or the University Purchasing Card.
  • Maximum allowable meal reimbursement for food, tax, tip and non-alcoholic beverages (domestic only):
    • Breakfast - $25
    • Lunch - $25
    • Dinner - $55 (See Alcoholic Beverages)

Alcoholic Beverages

  • In general reimbursement for alcoholic beverages should not be separate from meal limits. However, if the business purpose justifies it, reimbursement for alcoholic beverages served at dinner only may be separate from meal limits, but cannot exceed $20 per person or a maximum total of $75 for food and alcohol costs combined.
  • Alcohol expense must be flagged with an “X” class and charged to a non-General or non-Federal fund or alternatively, covered with personal funds.

Methods of Incurring Expenses

  • When the University Purchasing Card is used to pay for the event, complete the Purchasing Card Hosting Documentation Form** and turn it in with your Purchasing Card statement.
  • When a personal credit card or personal funds are used to pay for the event, complete a Hosting Expense Report Form.
  • When a Hosting Advance is used to pay for the event, complete a Hosting Expense Report within 30 days of the event.
  • University chartfields may be billed directly via the service unit billing system when using University facilities.
  • University purchase orders may be obtained if the event or total gift expense is estimated to exceed $500. If alcohol is purchased, the order will be issued only to licensed vendors.
  • A purchase order may be obtained for the acquisition of flowers or gifts for official ceremonial and development activities.

Exceptions

A completed Travel and Business Hosting Expense Exception memo must be attached to the report when there is a departure from stated policies or dollar limitations, or for specific situations as outlined in the policy. The memo must be signed by the same approver as the report. Additional signatures are required if the total report expenses aggregate more than $5,000; or if the exception is for airfare expenses which exceed coach airfare, or for spouse's or dependent's University business travel expenses not related to recruiting or development.

Retrieved from "https://wics-wiki.eecs.umich.edu/index.php?title=College_of_Engineering_Business_Hosting_Expense_Policy&oldid=205"