Guidelines for Business Meals and Refreshments
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FIG
MEETING
OCTOBER 25, 2016
MEALS AND
REFRESHMENTS
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REFRESHMENT
GUIDELINES
•
Refreshments shall meet the criteria required by the State of
Idaho. If the criteria are not met, the related costs are
unallowable.
•
Refreshments:
•
The meeting or training session has a published agenda
and attendance is mandatory;
•
The meeting or training session has an intended duration
of three hours or more;
•
There are five or more attendees
•
Regular scheduled Staff Meetings or department –
sponsored Social events, are not allowed unless they
occur no more than quarterly and attendees are
brought together from various locations throughout the
state or for activities relating to the promotion of
student activities.
MEAL GUIDELINES
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:
•
The meeting or training session has a published agenda and attendance
is mandatory;
•
Location or scheduling conflicts do not lend themselves to a meal
recess;
•
The meeting's business is furthered by speeches, presentations or
interpersonal exchange that would not normally occur on a daily basis;
•
The meeting or training session has an intended duration of six hours or
more;
•
There are five or more attendees;
Employee meals and refreshments at official station
- Meals
typically may not be provided to employees at their official work station. On
rare occasions when a valid business purpose exists and with supervisory
approval, a meal may be provided when an employee is required to work
after normal business hours and beyond the normal evening meal time.
QUALIFIED FOOD AND
ALCOHOL
EXPENDITURES
•
Qualified Food and Alcohol Expenditures
include-
1. Those incurred at a restaurant or other establishment that
is open to the public and in the business of serving food and
beverages, including catered events held on-campus, or
2. At an off-campus location where food and beverages are
served by a caterer with a valid liquor catering permit, and
includes the cost of room rentals, set-up fees, media rental,
decorations, or licensing fees necessary to hold the event.
•
Social gatherings
- Business meals or refreshments
related to social gatherings or informal or casual meetings
which include Alcohol are not allowed unless paid from a Gift
Account and a valid business purpose exists.
STUDENT ACTIVITIES
•
Student organizations
sponsoring activities or events are
permitted to pay for meals and refreshments from their UI
accounts for events they sponsor or participate in.
•
They are required to meet all criteria related to documentation
and approvals, including purchase of alcohol.
•
Activities sponsored by University organizations that involve
students
and are related to
recruiting and retaining
students
are exempt from the Refreshment and Meal
criteria, but must meet all other documentation and approval
requirements.
PROMOTIONAL MEALS
•
Prospective donors
– The University may provide meals
or refreshments for the purpose of generating goodwill among
prospective donors.
•
Guests, community members, volunteers and
employees
– The University may provide meals or
refreshments to guests, volunteers, members of the
community, or employees where the purpose of the activity is
primarily social, as long as there is an underlying business
purpose for the event in support of the university’s mission.
ALCOHOLIC
BEVERAGES
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HOW TO PROCESS
FOR PAYMENT
REIMBURSEMENT
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Providing clear guidelines for business meals and refreshments is essential to ensure compliance with policies and regulations. This includes detailed requirements for business purpose statements, receipts and documentation, list of participants, agendas, and signature certifications. Additional guidelines are in place for refreshments and meals, including meeting criteria, attendee numbers, and meal provisions for employees under specific circumstances.
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Presentation Transcript
FIG MEETING OCTOBER 25, 2016
MEALS AND REFRESHMENTS Meals and food, entertainment or social functions, require specific business purpose certifications as described below: Business purpose statement Business purpose statement - Provide a clear and informative statement of the business purpose on all forms. Statements like "business lunch" or "meeting" are not adequate. Receipts and documentation Receipts and documentation - Provide original, itemized receipts. Credit card receipts must include sufficient detail to identify the nature of the goods provided and whether alcohol was purchased. List of Participants List of Participants - List participants or recipients for meals and entertainment reimbursement. Groups over ten (10) may be identified by group name only and estimated number of participants. Agenda Agenda - If applicable, provide a meeting agenda, announcement, or flyer. Signature certification Signature certification - A department head or administrator must sign the Meals/Food, Entertainment & Meeting Request Form. The signatory is certifying that the cost is deemed reasonable and necessary to accomplish the intended purpose, the stated business purpose is valid, and that the expenditure conforms to all applicable policies.
REFRESHMENT GUIDELINES Refreshments shall meet the criteria required by the State of Idaho. If the criteria are not met, the related costs are unallowable. Refreshments: The meeting or training session has a published agenda and attendance is mandatory; The meeting or training session has an intended duration of three hours or more; There are five or more attendees Regular scheduled Staff Meetings or department sponsored Social events, are not allowed unless they occur no more than quarterly and attendees are brought together from various locations throughout the state or for activities relating to the promotion of student activities.
MEAL GUIDELINES Meals shall meet the following State of Idaho Policies: The meeting or training session has a published agenda and attendance is mandatory; Location or scheduling conflicts do not lend themselves to a meal recess; The meeting's business is furthered by speeches, presentations or interpersonal exchange that would not normally occur on a daily basis; The meeting or training session has an intended duration of six hours or more; There are five or more attendees; Employee meals and refreshments at official station - Meals typically may not be provided to employees at their official work station. On rare occasions when a valid business purpose exists and with supervisory approval, a meal may be provided when an employee is required to work after normal business hours and beyond the normal evening meal time.
QUALIFIED FOOD AND ALCOHOL EXPENDITURES Qualified Food and Alcohol Expenditures include- 1. Those incurred at a restaurant or other establishment that is open to the public and in the business of serving food and beverages, including catered events held on-campus, or 2. At an off-campus location where food and beverages are served by a caterer with a valid liquor catering permit, and includes the cost of room rentals, set-up fees, media rental, decorations, or licensing fees necessary to hold the event. Social gatherings - Business meals or refreshments related to social gatherings or informal or casual meetings which include Alcohol are not allowed unless paid from a Gift Account and a valid business purpose exists.
STUDENT ACTIVITIES Student organizations sponsoring activities or events are permitted to pay for meals and refreshments from their UI accounts for events they sponsor or participate in. They are required to meet all criteria related to documentation and approvals, including purchase of alcohol. Activities sponsored by University organizations that involve students and are related to recruiting and retaining students are exempt from the Refreshment and Meal criteria, but must meet all other documentation and approval requirements.
PROMOTIONAL MEALS Prospective donors The University may provide meals or refreshments for the purpose of generating goodwill among prospective donors. Guests, community members, volunteers and employees The University may provide meals or refreshments to guests, volunteers, members of the community, or employees where the purpose of the activity is primarily social, as long as there is an underlying business purpose for the event in support of the university s mission.
ALCOHOLIC BEVERAGES Alcoholic Beverages - Payment of expenses related to these events is permitted only when such activities are directly related to the objectives and mission of the University. The purchase of alcohol beverages are subject to approval approval by the next level of authority, e.g., responsible vice president, provost, deans, directors, and/or department heads. Alcohol may be used only in designated areas on campus and at off-campus locations as approved. Employees are advised to be cognizant of appearances. While the expenses have a valid business purposes, appearances may also have an impact. These purchases are often of interest to auditors, public questions, You may be asked to defend your expenditures. subject to
WHEN DO I NEED AN ENTERTAINMENT FORM Any Alcohol purchases would need to be approved on the Entertainment Form (Yes) The meeting or training session has a published agenda (NO) but published agenda or brochure needs to be attached along with other required documentation. Student Activities (NO) All Promotional Meals and Entertainment (Yes) Employee Interviews with no alcohol on receipts (NO) With alcohol (YES) Grocery Supplies to be used as part of the class with class description or brochure (NO) Food Supplies as resale (NO)
HOW TO PROCESS FOR PAYMENT REIMBURSEMENT Process on a Claim Voucher. Provide original, itemized receipts. Credit card receipts must include sufficient detail to identify the goods provide and if Alcohol was purchased. Entertainment form provide when needed Do NOT include on Travel Reimbursement Claims. Use the correct funding which allows the purchase. PURCHASING CARD Process on an NT pcard claim. Provide original, itemized receipts. Credit card receipts must include detail to identify the items provide and if Alcohol was served. Entertainment form provide when needed. No Perdiem or meals are allowed on the PC purchasing card claims. Use the correct funding which allows the purchase.
PURCHASING CARD UPDATES MANDATORY TRAINING WEB SITE UPDATES Our new Training program is ready to go. Please be sure to use the new Purchasing Card forms. All Cardholders and Record keepers are required to take. More Info. Coming, check the web site. Feb. 1. deadline after that will lose access to cards and reconciliations.
TO REDUCE DUPLICATE APPROVALS, PREVENT DOCUMENTS FROM LIVING IN APPROVALS AND SPEED UP THE PAYMENT PROCESS. January 1 - Banner Approvals for Document created in Vandal Web will no longer be also approved in Banner. A Management Report will be available to the Fiscal Officers and their departments monitoring the documents. Holding off until January to give Fiscal Officers and departments time to discuss the processes in their areas. New Banner Approval Training available: All new employees will be able to take it on line. Current or returning employees that need a refresher will be required to take the training as well. Encumbrance Liquidation held centrally.
