Policies & Procedures

Hosting and Hospitality

Policy on Expenditures for Guest Hospitality and Support of In-House Meetings - 5E2

1. POLICY STATEMENT
   
   
   1. Provision for the accommodation of guests of the University is necessary and appropriate in the furtherance of the interests of the University. Reasonable expenses incurred in this connection--essentially for lodging and food--are reimbursable when the expenditures: are appropriate to the occasion; are indicated by common courtesy; and serve to further a bona fide interest of the University.
      
      
   2. Support of in-house meetings of University personnel is necessary and appropriate under certain conditions. Reasonable expenses incurred in this connection--essentially for meeting space and food--are reimbursable when the expenditures are for a meeting which must be held at a time and place which prevent participants from making usual meal time arrangements or which facilitates carrying out the purpose of the meeting. The conduct of official University business at the meting is essential to justify reimbursement.
      
      
   3. Reimbursement of expenditures for guest hospitality and support of in-house meetings will be made in accordance with pertinent Illinois State and University requirements.
      
      
2. APPROVALS REQUIRED
   
   

   As with any proposed obligation of University funds, these transactions require fiscal officer's prior approval. In addition, the process of payment requires the signature of the fiscal officer and approval for propriety by the appropriate officer involved.
   
   

3. REIMBURSEMENT REQUEST TYPES
   
   
   1. Travel Voucher
      
      

      When the expense is incurred while the staff member is in travel status, the reimbursement should be requested on the Travel Expense Voucher along with the other travel expense of the trip.
      
      

   2. AP Invoice Distribution
      
      

      If the staff member chooses to pay the cost at the time of the occasion and then request reimbursement from University funds, the staff member should obtain a receipt and submit it to the fiscal officer. The fiscal officer concerned should prepare and approve an AP Invoice Distribution form payable to the staff member involved, and forward to the appropriate authority for propriety approval and transmittal to the Accounts Payable office. If desired, an in-town meal or room can be charged with later payment to be made directly to the restaurant or motel involved by University check. The restaurant or motel should be instructed to send the bill directly to the fiscal officer, who should prepare the AP Invoice Distribution and provide the appropriate approvals for transmittal to the Accounts Payable office for payment. None of the above shall be deemed to supersede the provisions of the University's Travel Control Regulations.
      
      

   3. University Facilities
      
      

      When an event is held or the guest entertained at a University food operation such as the Morris University Center, the transaction can best be handled by making arrangements to have the correct University account charged. This is accomplished by preparing a requisition for the required services, obtaining prior approval of the fiscal officer and the appropriate authority for propriety and presenting it to the appropriate representative of the operation at the time that arrangements are made for the particular event. The Morris University Center or other University unit will process its charge for services on the monthly billing form routinely submitted to the Administrative Accounting office. The fiscal officer of the account charged is provided with copies of all charges for the month, supporting the charges that appear on his accounting report.
      
      

4. VOUCHER PREPARATION
   
   

   A request for reimbursement or for payment directly to a vendor to cover charges incurred should include the following information:
   
   

   1. Amount of each category of expenditure, supported by receipts to the extent possible.
      
      
   2. Date and place of event and its nature, i.e., luncheon, reception, etc.
      
      
   3. Persons in attendance, including names, titles, and associations. [With large parties or receptions (20 or more) the number of people in attendance and the general character of the group will suffice.]
      
      
   4. University interest. This should indicate the relevance of the event to the furtherance of University interests.
      
      

Approved by Chancellor effective 11/16/71
This policy was issued on November 14, 2002, replacing the February 1, 1996 version.
Document Reference: 5E2
Origin: AAT 18