Proposed Revision to 205.4 - Campus Entertainment
1. Expenses for official entertainment,
community relations, or public relations may be reimbursed by a
when such activities are directly related to the objectives of the unit.
1. As a guide to making a determination as to when entertainment expenses will be reimbursable, those authorized to approve entertainment must:
a. determine that the activity is
directly related to an objective of the
b. evaluate the importance of the event in terms of the costs that will be incurred, benefits that are anticipated from the expenditure, the availability of funds, and alternatives that would be equally effective in accomplishing the desired objective.
2. To be reimbursable entertainment expenses which exceed an aggregate of $30.00 must be approved prior to the event as provided in Section 4.
3. Occasions for which the expenses of official entertainment may be approved are limited to the following:
a. when the
unit is host or sponsor of a meeting of a learned or professional society or
organization, the costs of meals or light refreshments may be defrayed by the
b. when the
unit hosts official guests or prospective appointees for positions requiring
specialized training or experience of a professional, technical, or
administrative nature, the costs of meals or light refreshments may be defrayed
by the unit;
c. when meetings of an administrative
nature are held which are directly concerned with the welfare of the
the costs of meals or light refreshments may be defrayed by the unit. Where
meals are involved, they must be a necessary and integral part of the business
d. when meetings between students and faculty or administrators are held, only the cost of light refreshments may be defrayed;
e. receptions for special ceremonies
may be approved by the president,
vice president or director of student services; and
f. expenses relating to recruitment
of prospective students are not considered entertainment and are not included
in this policy. These expenses are part
unit's normal function and as such may be approved by the appropriate department
chair, director or dean.
4. The president and such persons as he/she may designate have authority to approve expenditures for official entertainment.
a. Amount authorized:
(1) (a) maximum
per person expenditure for the person(s) being entertained and for the
unit employee(s) as the official host or participating at the request of the
official host shall not exceed the amount set out in the entertainment approval
(b) for catered events, delivery and set-up charges must be included when determining the authorized amount;
(2) if the entertainment is to benefit
persons from outside the
department may pay for the meal expenses of its guest and normally that of one
official host from the department and other department members whose attendance
is authorized by designated campus officials in accordance with the schedule
listed in 1 above;
unit employee who is in travel status and eligible for meal allowances shall deduct
the equivalent allowance for meal(s) received under this policy from the travel
allowance claimed for that day;
(4) exceptions to paragraphs 4. a. (1), (2) and (3) must be approved by the president in accordance with current reporting procedures.
b. Source of funds: Expenses for official entertainment may be
defrayed from various
sources, within the existing level of supplies and expense funds, and are
subject to the above rules and the following additional limitations:
(1) agency funds are subject to any additional agency restrictions on the use of funds;
(2) contract and grant funds may be expended only if specifically authorized in the contract or grant, and only to the extent and for the purpose(s) authorized by the contract or grant;
(3) prior administrative approval for expenditures in excess of $30.00 is required even if entertainment expenses are authorized in the contract or grant;
(4) terms of a contract, grant or agency policy cannot authorize an expenditure which is not in accordance with board policy.
c. Reimbursement for expenditures: Official entertainment charges may be processed as a direct charge to an appropriate account by memorandum supported by receipts and official entertainment approval.
(1) There must be supporting data for all entertainment, including home entertainment.
(2) After approval the entertainment form should be returned to the originating department. The department is to attach the approval to the memorandum requesting reimbursement and forward both the form and the memorandum to the controller's office for payment.
(3) The controller's office or business office may not honor reimbursement requests not accompanied by the Approval of Entertainment Form when the amount requested exceeds $30.00.
5. Additional restrictions: Each
unit may establish additional restrictions not in conflict with this policy on the
reimbursement of entertainment expenses.
1. An official guest is a person, not otherwise
employed or compensated by the
unit, who is
present on the campus to render a service on the unit,
or at the invitation of the unit, or as
a guest of the unit.
2. Light refreshments means a non-alcoholic beverage and/or pastries, vegetable trays, fruit plates, or items of a similar nature.
A suggested form to be used when requesting approval of official entertainment is attached.
Item 12-006-R0676, June 7, 1976, as revised April 26, 1990, December 11, 1992.
ENTERTAINMENT APPROVAL FORM
(This format is suggested for use when submitting requests for approval of official entertainment.)
Permission is requested to use _____________________________funds for official
entertainment as follows:
Date:______________ For: _____________________________________ $______
Name of guest(s) or function: _______________________________________________
No. of Persons: _________________ From:______________________________
Purpose of Entertaining: ____________________________________________________
Requested by: ______________________ Approved by: ___________________
Note: After approval return this form to requesting department.