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HOSPITALITY

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					ALLOWABLE EVENTS
 HOSPITALITY – Allowed 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)
  – Hosting potential faculty
   HOSPITALITY-Allowed Events

 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

 Organized Departmental Meetings
  – Half day or more
  – Retreats
  Hospitality – Allowed Events

 Meals (but not entertainment) expense for
  University employees and outside reviewers
  required for accreditation activities and peer
  or administrative reviews.
 HOSPITALITY-Allowed Events

 Faculty/Staff Recognition
  – Retirement, Termination
  – Longevity
  – Praise
  HOSPITALITY-Allowed Events

 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

 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

 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

 Auxiliary Units
  – Events for students
  – Promotional activities
HOSPITALITY- Merchandise Allowed


 Floral arrangements (only for the event)
 Recruiting items (reasonable cost per item)
HOSPITALITY – UNALLOWED Events

 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 - Object Codes

 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
     Reasonable Cost per Meal

 The University approved per diem rates will
  be applied to check for the reasonableness
  standard.
 Bloomington & Indianapolis per diem rates:
  – Breakfast $8.
  – Lunch $13.
  – Dinner $24.
            C&G Accounts

 Campus Does not provide prior approval for
  hospitality events
 C&G Admin approves based on the
  transaction
  Requesting a Hospitality Code

 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

				
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posted:1/9/2012
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