2.03—Reimbursement of Business Meals

Effective: 04/01/2005
Senate Proposal: No
Responsible University Officer: Associate Vice President for Finance
Responsible Office: Financial Services and Operations

Policy Statement

Michigan Tech will reimburse employees/vendors who host events, meals for the purpose of University business. The active conduct of business must be the primary aspect of the business meal.

Policy Requirements

Claims for reimbursement are to be filed within two (2) weeks of the event on a Business Meal Report form with itemized receipts attached. Individuals from outside of the University must be in attendance for business meal expenses to be reimbursed.  The receipt must show the date, the name of the facility at which the event took place, and itemized breakdown of the charges. Reasonable gratuities may be added to the itemized receipt but cannot exceed the standard 20% gratuity.

Reason for Policy

Establish guidelines for fair and consistent reimbursement of reasonable business meals.

Related Policy Information

All business meal 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:

• Reimbursement for meal expenses for employee spouses and significant others will be permitted only when there is a substantial and bona fide business reason for the person's attendance. The IRS does not permit tax-free treatment when the spouse or other person is present merely for a social or personal purpose.

Contacts

Definitions

Business Meals - Meals which include focused discussions on University business. Examples include, but are not limited to: banquets, conferences, interviewing prospective employees, potential donors, recruiting prospective students, research sponsors/collaborators, seminars, and workshops.

Responsibilities

Department Dean/Chair/Director or higher in the supervisory chain of command - Approves the expenses being claimed as actual and reasonable.

Host – Ensures all expenses are legitimate, completes the appropriate forms, and provides itemized receipts.

Procedures

• 2.03.1 Reimbursement of Business Meals 
• Completing a Travel Expense Report

Forms and Instructions

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

• Business Meal Report
• Travel Expense Report

Adoption Date

Revisions