2.03—Reimbursement for Business Expenses: Events, Meals, and Banquets

Effective: 04/01/2005
Senate Proposal: No
Responsible University Officer: Chief Financial Officer
Responsible Office: Accounting Services

Policy Statement

Michigan Tech will reimburse employees/businesses who host events, meals, and banquets for the purpose of University business.


Policy Requirements

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.

Exclusions

  • 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).

Contacts

Office/Unit Name Telephone Number
Accounting Services, Accounts Payable Department 7-2373

Definitions

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.

Responsibilities

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.

Procedures

Forms and Instructions

In support of this policy, the following forms/instructions are included:


Adoption Date

04/01/2005 Approved by CFO

Revisions

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.