Entertainment Expenses

The University prefers that entertainment expenses be purchased through an approved purchasing mechanism or vendor where appropriate. 

 

Alternatively, the University will pay for approved, necessary and reasonable entertainment expenses if such activity was directly related to University business and was conducted for the benefit of individuals outside the University who were present.

 

Business entertainment includes events (such as theatre, sporting events, recreational outings) that are taken with guests, business colleagues, donors, students, employees and prospective employees that are directly related to a University business purpose.

 

These types of entertainment expenses may NOT be charged to a sponsored research grant.  Reimbursement for entertainment expenses is contingent on the following approvals:

 

  • Entertainment expenses to be reimbursed in excess of $1,000 require Supplemental Approval.    
  • Expenses for business entertainment conducted in private homes will only be paid when Supplemental Approval is provided. 

 

Documentation Required

 

The original receipts/invoices for events must include:

 

  • date and location
  • items purchased
  • total amount of the expense
  • proof of payment

 

  • List of attendees (or number, if there are more than 10 names), and relationship to University for each attendee must be clearly documented.

 

 

Rental of Clothing for an Event

If an employee must attend an official event for which formal attire is required, the employee may seek reimbursement for the rental of clothing.  Male employees may be reimbursed for the cost of a tuxedo rental.  Female employees may be reimbursed for the costs of the rental of suitable formal attire.  To qualify for reimbursement the following conditions must be met and documented:

  • The employees’ attendance at the event must be mandatory
  • The event must require attire that is more formal than standard business attire
  • The rental of clothing must be approved in advance by a Supplemental Approver.

Employee Entertainment

Employee entertainment events celebrate an employee(s) of the University.  Subject to budgetary constraints, a department may consider group celebrations for an occasion.  Departmental funds may be expended for food, drinks, decorations, or other entertainment, depending upon the nature of the event.

Entertainment expenses for business related occasions that may be reimbursed include:

  • Dissertation defense
  • Promotion
  • Welcoming a new hire to the University
  • Leaving the University
  • Years of Service/Retirement
  • Graduation of an employee/student
  • Awarding of tenure
  • Publication
  • Event or performance opening
  • Sabbatical
  • Recognition of a business achievement, departmental goal, honor or thank you (employee appreciation)

 

Celebration of Personal Occasions as Employee Appreciation

The University strongly suggests that employees first consider funding these with their own contributions.  Departments may choose to celebrate personal occasions as an expression of collective employee appreciation. Should a department decide to approve expenses of this nature, departments may consider:

  • Fair and consistent application among employees
  • Budgetary constraints
  • The “front page test” – will it seem appropriate to others (i.e., donors, taxpayers) that the University, a non-profit organization, pay for this event?

Entertainment expenses for personal celebrations that will be reimbursed include:

  • Departmental celebration of a holiday
  • Collective celebrations of birthdays
  • Congratulations on business related individual achievement

Entertainment expenses for personal celebrations that will not be reimbursed include:

  • Showers for birth or adoption of a baby
  • Engagements, weddings, or anniversaries
  • Individual birthday celebrations
  • Congratulations on personal related individual achievement

Approving Reimbursement for Employee Entertainment

Entertainment expenses for employee events in excess of $500 require Supplemental Approval. 

Expenses for employee entertainment conducted in private homes will only be paid when Supplemental Approval is provided. 

Documentation Required

The original receipts/invoices for events must include:

  • the date
  • the items purchased
  • the total amount of the event
  • proof of payment

The detailed purpose of the event must also be documented.  A list of attendees (or a number, if there are more than 10 names), and the relationship of each to the University, must also be clearly documented