Meals (Business or Travel)

Business meals: meals taken with students, donors, colleagues, or individuals from companies during which specific University business discussions take place.

Travel meals: personal meals that take place on work trips and are >50 miles from campus

Business Meals are not to be charged to a grant or contract unless the terms specifically allow it. For travel meals charged to grants and contracts, please view Travel Meals Charged to Grants and Contracts.

 

  1. Business Meals
  • Must be charged to an unallowable sub account 30XX. Refer to Financial Policy 1013 for additional information on the treatment of Unallowable Costs
  • Staff event catering and business meals (excluding travel meals):
    • Meals shall be limited to $30 per person
    • For staff below the job levels of Associate Dean, Associate Vice President, or equivalent for the President and Provost Office (“Senior Administrator”), prior written approval of a unit-level Senior Administrator is required for all catering and meals

Required Documentation

  • Specific business purpose
  • Prior written approval from a unit-level Senior Administrator (excluding travel meals)
    • Must include details of expense and authorized individual in email or signed letter/memo
  • Receipts
    • Receipt(s) are required if total meal expense is $75 or more
    • Must include date, name and location of restaurant and amount of expense
    • Detailed/itemized receipts are preferred
  • Attendees
    • If an individual is not a University employee, the name of the company or institution that the individual represents must be provided
    • If more than 10 people attend from the same outside organization, the cohort may be identified by the unit or organization

 

  1. Travel Meals

Actual Expenses

  • Receipt(s) are required if meal is $75 or more
  • Receipts must include date, name and location of restaurant and amount of expense
  • Detailed/itemized receipts are preferred

 

Per Diem

  • Refer to Federal Per Diem Rates on the GSA Website. Local units may have a more restrictive policy
  • For the first and last days of travel reduce the per diem by 25%
  • Reduce the per diem for any meals that are provided as part of a conference or as a business meal
    • 25% for breakfast
    • 25% for lunch
    • 50% for dinner