2.03—Reimbursement for Business Expenses: Events, Meals, and Banquets
Senate Proposal: No
Responsible University Officer: Vice President for Finance
Responsible Office: Financial Services and Operations
Michigan Tech will reimburse employees/businesses who host events, meals, and banquets for the purpose of University business.
Claims for reimbursement are to be filed within two (2) weeks of the event on a Business Meals and Banquet Report form with supporting documentation attached. Original receipts are to be obtained for all such expenses and are to be attached to the Business Meals and Banquet Report. The receipt should show the date, the name of the facility at which the event took place, and the total charge.
Reimbursement for or payment of actual and reasonable expenses should be documented and supported by receipts and are limited as follows:
- Business meals.
- Banquets for business functions.
- Events hosted at a private residence for business functions.
Reason for Policy
Establish guidelines for fair and consistent reimbursement of reasonable business, meal, and banquet expenses.
Related Policy Information
All business event, meal, and banquet costs incurred by University employees hosting such events may be paid for directly by the employee or paid directly to the facility. When the event takes place at a University facility or is catered by a University unit, payment will be made via inter-account billing. The use of University catering services should always be considered as the option of first choice, and its use is strongly encouraged whenever possible.
- Claims for reimbursement for the cost of alcoholic beverages may not be submitted.
- Departmental functions that are considered personal are not authorized for reimbursement by the University. Some examples include:
|Holiday Functions||Appreciation Dinners/Luncheons|
|Administration Professional/Bosses Day||Farewell Parties|
|Service Recognition Events||Off Campus Retirement Parties|
- Reimbursement for meal expenses for employee spouses, significant others, and family members are not allowable unless they serve a business purpose (such as one-on-one correlation).
|Office/Unit Name||Telephone Number|
Business Meals - Meals which include focused discussions on University business, which include: banquets, committee meetings, conferences, departmental meetings, interviewing prospective employees, potential donors, recruiting prospective students, research sponsors/collaborators, retreats, seminars, and workshops.
Department Chair/Director or Immediate Supervisor in the supervisory chain of command - Approves the expenses being claimed as actual and reasonable.
Responsible Office – Reviews the Business Meals and Banquet Report, verifies whether or not the expenses are legitimate, and processes the report for reimbursement.
Host – Ensures all expenses are legitimate and completes appropriate forms.
- 2.03.1 Claims for Reimbursement for Business Expenses, Events, Meals and Banquet Report
- Completing a Travel Expense Voucher
Forms and Instructions
In support of this policy, the following forms/instructions are included:
|04/01/2005||Approved by CFO|
To reflect current university titles and practice, Responsible University Officer to "Vice President for Finance" and changed Responsible Office to "Financial Services and Operations." Changed contact to "Accounts Payable—906-487-2373"
|04/10/2017||Transfer of policy page from HTML to CMS. Business and Finance numbers renamed from "2.2000" to "2. Business and Finance". Specifically from "2.2003—Reimbursement for Business Expenses: Events, Meals, and Banquets" to "2.03—Reimbursement for Business Expenses: Events, Meals, and Banquets".|
|05/03/2012||To reflect current University titles and practice, MTU is now Michigan Tech and the email address for questions is now hbwebmaster.|