9.43 Reimbursable Expenses
The general policy of the university is to prohibit the use of budgeted
funds (whether obtained from appropriations, student fees, grants, or
other sources) for reimbursement of expenditures to provide food or lodging
to campus guests, visitors, staff members, or students except under certain
described and carefully controlled circumstances. Such circumstances are
detailed below:
A. Allowable Expenses for Hosting Campus Guests
University funds may be used for the following purposes, under the following
circumstances, and in the following ways by appropriate charges to departmental
supplies and services accounts.
1. To sponsor general receptions for students and parents at the time
of Commencement or other major events on a university-wide or college
level. Such receptions will be limited to the serving of light refreshments
and nonalcoholic beverages. Total expenses for each such event will be
subject to reasonable limits. Receptions for students and parents may
be held at the departmental level with approval and funding from the appropriate
Dean or Vice-President.
2. For luncheons and refreshments provided members of the State Board
of Regents and the executives of the institutions under that Board at
times when the Board or one of its official committees is meeting on the
campus.
3. To provide housing and dining arrangements, to the extent permitted
by law, for legislators or other state officials making official visits
to the campus or coming as guests of the university for special occasions.
4. For luncheons, dinners, and receptions held by the President of the
University.
5. To provide breakfast and refreshments for retirees and emeriti attending
the annual Recognition Breakfast.
6. To provide receptions for nationally known speakers and performers,
as well as for conference speakers, lecturers, or other persons assisting
in formal instructional programs. Such receptions will be limited to the
service of light refreshments and nonalcoholic beverages. Total expenses
for each event will be subject to reasonable limits-and subject to prior
approval of the appropriate Dean or Vice-President.
7. For meal reimbursement to staff members at the in-state rates of
the University Travel Policy:
a. When interviewing invited candidates for professional positions
on the university staff. Allowance will be made for the candidate and
spouse and two staff members.
b. When entertaining nationally known speakers and performers, as
well as conference speakers, lecturers, or other individual guests assisting
directly in the formal instructional program. Allowance will be made
for the guest and one staff member for one meal.
c. When serving as an official university host to a visiting dignitary
(foreign visitor, U.S. Government official, Foundation representative,
visitor from another university, etc.). Meals for the staff member host
are allowed in addition to the costs for the guest.
8. For entertainment of university guests in university dining halls
or at current down-the-line rate charged by the university dining halls
under the following circumstances:
a. The Office of Admissions may make meal tickets available to prospective
students and their parents for use in the dining halls.
b. A college may sponsor a meal for prospective scholarship awardees
and invited guests, under special arrangements approved by the Vice-President
and Provost.
c. Groups composing a meeting at the university of a national, regional,
or state-wide professional committee, with the approval of the appropriate
Vice-President or Dean.
d. Larger groups of persons who assist the instructional program of
the university, with the approval of the Vice-President and Provost.
(Examples would be internship supervisors and departmental or college
advisory groups.)
B. Allowable Expenses for Meetings of Staff and Students
University funds may be used under the following circumstances by appropriate
charges to departmental supplies and services accounts:
When, in the judgment of the university's President or one of its Vice-Presidents,
it is deemed essential and appropriate to hold meetings of a department,
college, or division staff, or of members of a regular or special presidentially-appointed
committee, during times outside the normal business hours of the university,
and, when such meetings span a normal meal hour, a down-the-line meal
may be provided or a meal at a comparable price. If, for any reason, a
meal must be provided at a cost above down-the-line (but equal to or less
than allowed by the Travel Policy), the difference must be borne by private
funds. If funds of individual staff members are used, the individuals
may apply of reimbursement by requisition chargeable to taxable meals.
Presidential or Vice-Presidential approval in these circumstances must
be sought and received in advance, and, also, should be clearly indicated
on the requisitions for payment.
It is difficult to anticipate all possible circumstances that might
constitute exceptions to the general policy statement on Reimbursable
Expenses. If a circumstance or occasion is anticipated which does not
seem to be covered by the foregoing statements, special requests for exception
may be referred in advance to the University Director of Business Services.
Vice President and Provost
Vice President for Administrative Services | 
