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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
     Halfday 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
     Eventsfor 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 $12

     Dinner $21
             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
THE END!

				
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posted:1/15/2012
language:English
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