ALLOWABLE EVENTS.  Student Events  Hosted by students  For the benefit of students  Graduation receptions  Student recognition receptions.

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Presentation transcript:

ALLOWABLE EVENTS

 Student Events  Hosted by students  For the benefit of students  Graduation receptions  Student recognition receptions

 Recruitment  Hosting prospective students (undergraduate and graduate)  Hosting potential faculty

 Guests(speakers, guest lecturers, etc.)  Meal(s) only for the guest Note: IU Foundation funds should be used to cover meals of employees.

 Organized Departmental Meetings  Half day or more  Retreats

 Meals (but not entertainment) expense for University employees and outside reviewers required for accreditation activities and peer or administrative reviews.

 Faculty/Staff Recognition  Retirement, Termination  Longevity  Praise

 Training  Staff: Must have representative from UHR or facilitator from outside the IU Community  Faculty: Must be approved by Dean of Faculties

 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

 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

 Auxiliary Units  Events for students  Promotional activities

 Floral arrangements (only for the event)  Recruiting items (reasonable cost per item)

 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

 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

 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

 Campus Does not provide prior approval for hospitality events  C&G Admin approves based on the transaction

 To request a hospitality code, go to the Hospitality Website:  Be sure to use the assigned hospitality code on all transactions relating to the expense