Proposed Revision to 205.4 - Campus Entertainment
Board policy:
1. Expenses for official entertainment,
community relations, or public relations may be reimbursed by a unit campus only
when such activities are directly related to the objectives of the unit campus.
Procedures:
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 unit campus;
and
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 campus 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
unit;
b. when the unit campus 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 campus;
c. when meetings of an administrative
nature are held which are directly concerned with the welfare of the unit campus,
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
meeting;
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, chancellor, the appropriate
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
of a unit's campus’s normal function and as such may be approved by the appropriate department
chair, director or dean.
4. The president or chancellor 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 campus 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
form;
(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 unit campus, 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;
(3) a unit campus 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 or chancellor in
accordance with current reporting procedures.
b. Source of funds: Expenses for official entertainment may be
defrayed from various unit campus fund
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 campus may establish additional restrictions not in conflict with this policy on the
reimbursement of entertainment expenses.
Definitions:
1. An official guest is a person, not otherwise
employed or compensated by the unit campus, who is
present on the campus to render a service on the unit campus,
or at the invitation of the unit campus, or as
a guest of the unit campus.
2. Light refreshments means a non-alcoholic
beverage and/or pastries, vegetable trays, fruit plates, or items of a similar
nature.
Form:
A
suggested form to be used when requesting approval of official entertainment is
attached.
History:
Item 12-006-R0676,
June 7, 1976, as revised April 26, 1990, December 11, 1992.
ENTERTAINMENT APPROVAL FORM
(NAME
OF UNIT CAMPUS)
(This format is suggested for use when submitting
requests for approval of official entertainment.)
______________________________________
(DATE)
To: _______________________________________
Permission is requested to use
_____________________________funds for official
(Department/office/acct.#)
entertainment as follows:
Date:______________ For: _____________________________________ $______
(Refreshments/breakfast/lunch/dinner)
Name of guest(s) or function:
_______________________________________________
_____________________________________________________________________________
No. of Persons: _________________ From:______________________________
(Community, other unit campus, etc.)
Purpose of Entertaining:
____________________________________________________
_____________________________________________________________________________
Official
Host:_______________________________________________________
Requested by: ______________________ Approved by: ___________________
Date:
__________________________
Note: After approval return this form to
requesting department.