If a department plans to pay for food or light refreshments and the cost will exceed
$30.00, a Hospitality Form must be completed and approved prior to the time the expense is
incurred. STATE FUNDS CANNOT BE USED TO PURCHASE ALCOHOLIC BEVERAGES.
Policy and Procedures On Campus
Entertainment
University policy prohibits expenditure of funds for food or
entertainment except for educational expenses including workshops,
seminars and conferences where the food is included as part of the
cost. Also exempt are student government, certain grants, agency,
residence hall and other fund accounts with prior approval from Vice
Chancellors or Dean of Academic & Student Support. Agency funds
do not require hospitality approval form.
To be reimbursable, food or entertainment expenses which
exceed and aggregate $30.00 must be approved prior to the event.
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 normal function and as such may be
approved by the appropriate department chair, director or dean.
Hospitality forms are not required for recruitment expenditures.
Grant and contract funds may be expended only if
specifically authorized in the grant or contract, and only to the extent
and for the purpose(s) authorized by the grant or contract.
The Business Office may not honor reimbursement requests not
accompanied by the hospitality approval form when the amount request
exceeds $30.00.
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