41.123: Entertaining Official Guests




January 6, 2004

Initiated by:

Mary Patacca | Director of Procurement Services

Reviewed by:

Herman ("Butch") Hill | Chair, Policy and Procedure Review Committee

Endorsed by:

Gary North | Vice President for Administration and Finance

Approved by:

Stephen Kopp | Provost

Signatures and dates on archival copy
  1. Purpose

    To provide a policy for entertaining official guests of the University.

  2. Policy

    1. Authority to Approve

      The following persons have authority to approve expenditures for entertaining official guests of the University:

      1. President

      2. Provost

      3. Vice President(s)

      4. Dean(s)

      5. Assistant and Associate Dean(s)

      6. University Facilities Planner

      7. Director of Athletics

      8. Assistant and Associate Vice President(s)

      9. Associate Provost(s)

      10. Secretary of the Board of Trustees

      11. Director of the Innovation Center

      12. Grants and Contracts Accountant for Restricted Funds

    2. Generally Authorized Purposes

      The following purposes are generally authorized for incurring entertainment expenses:

      1. To establish and maintain effective external communication and relationships for the benefit of the University.

      2. To expand available work hours to include early morning, noontime, and evening hours, with individual guests or small groups of guests.

  3. Guidelines

    1. The number of university employees in attendance should be kept at a minimum.

    2. For spousal expense to be allowable, the spouse's attendance must clearly serve a business purpose.

    3. Original itemized receipts or vendor invoices are required.

    4. Alcoholic beverages are authorized on Foundation funds only, and must be incidental to a meal.

    5. Any deviation from this policy must have the Provost's written approval prior to the entertainment. A copy of the approval should be submitted with the Direct Payment Form, or Travel Expense Report, or stapled to the P-card monthly statement.

  4. P-Card Use or Reimbursement

    1. If a P-card has been used, the following must be including in the on-screen NOTES:

      1. Date and location of event,

      2. Type of entertainment,

      3. Participant names and their business relationship to the University, and

      4. the Business purpose of the meeting.

    2. For reimbursement, use a Direct Payment Form or a Travel Expense Report Form ("TER"), as appropriate. Attach an Entertainment Expense Report Form No. EE1 to the Direct Payment Form or TER. It must be completed and submitted within 30 days after expenses are incurred. It should be forwarded to the General Accounting and Financial Reporting Office (GAFR), 218 HDL Center. Any delay must be explained.

    3. Original itemized receipts must be submitted with the EE1 or stapled to the P-card monthly statement.


Proposed revisions of this policy should be reviewed by:

  1. Policy and Procedure Review Committee

  2. Manager of Accounts Payable