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ALLOWABLE EVENTS

HOSPITALITY Financial Policy I-50. ALLOWABLE EVENTS. Student Events Hosted by students For the benefit of students Graduation receptions Student recognition receptions. HOSPITALITY – Allowed Events. Recruitment Hosting prospective students (undergraduate and graduate)

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ALLOWABLE EVENTS

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  1. HOSPITALITY Financial Policy I-50 ALLOWABLE EVENTS

  2. Student Events • Hosted by students • For the benefit of students • Graduation receptions • Student recognition receptions HOSPITALITY – Allowed Events

  3. Recruitment • Hosting prospective students (undergraduate and graduate) • Hosting potential faculty HOSPITALITY-Allowed Events

  4. Guests (speakers, guest lecturers, etc.) • Meal(s) only for the guest Note: IU Foundation funds should be used to cover meals of employees. HOSPITALITY-Allowed Events

  5. Organized Departmental Meetings • Half day or more • Retreats HOSPITALITY-Allowed Events

  6. Meals (but not entertainment) expense for University employees and outside reviewers required for accreditation activities and peer or administrative reviews. Hospitality – Allowed Events

  7. Faculty/Staff Recognition • Retirement, Termination • Longevity • Praise HOSPITALITY-Allowed Events

  8. Training • Staff: Must have representative from UHR or facilitator from outside the IU Community • Faculty: Must be approved by Dean of Faculties HOSPITALITY-Allowed Events

  9. Search & Screen • Campus Guideline: Reimbursement only for Table of 4 • Reasonable refreshment expense for Committee • Students may host candidates • Units may have their own guidelines HOSPITALITY-Allowed Events

  10. Conferences, Workshops, etc. • Only IF a fee was collected from attendees • Only IF an outside vendor provides funds to support the hospitality events • Fees collected MUST be enough to cover all hospitality expenses HOSPITALITY – Allowed Events

  11. Auxiliary Units • Events for students • Promotional activities HOSPITALITY-Allowed Events

  12. Floral arrangements (only for the event) • Recruiting items (reasonable cost per item) HOSPITALITY- Merchandise Allowed

  13. No hospitality for conferences or workshops unless a fee is collected from attendees No hospitality for fundraisers No games, door prizes, or raffles No flowers for funerals, get well, birthdays, or special days No meals for employees, unless part of an allowed event HOSPITALITY – UNALLOWED Events

  14. Normal hospitality expenses: 4025 Merchandise for allowed events: 4020 Conferences and workshops that have collected a fee: 4026 Auxiliary promotional events: 4868 Student activity fee accounts: 4028 HOSPITALITY - Object Codes

  15. The University approved per diem rates will be applied to check for the reasonableness standard. • Bloomington & Indianapolis per diem rates: • Breakfast $8 • Lunch $12 • Dinner $21 Reasonable Cost per Meal

  16. Campus Does not provide prior approval for hospitality events C&G Admin approves based on the transaction C&G Accounts

  17. To request a hospitality code, go to the Hospitality Website: http://www.obap.indiana.edu/hospitality/ Be sure to use the assigned hospitality code on all transactions relating to the expense Requesting a Hospitality Code

  18. THE END!

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