Hosting Reimbursement February 15, 2018

This guide will cover the following: Definition of hosting expenses Definition of meal types Definitions of meetings and event types Allowable occasions for hosting reimbursement Unallowable occasions for hosting reimbursement Requirements for requesting reimbursement

What are “hosting expenses”? Hosting expenses are the costs associated with non-travel business meals, refreshments, and other hospitality expenses when hosting official guests, training sessions, conferences, or other university-sponsored events to conduct official Oregon Tech business.

What are the meal types? A “meal” includes food and beverages provided at breakfast, lunch, or dinner. It does not include alcoholic beverages. “Light refreshments” include beverages such as coffee, tea, bottled water, juice, soda. Food items such as fruit, cookies, pastries, chips, etc. are also considered refreshments when not served as part of a meal.

What are the occasion types? Unit or departmental staff retreat: A staff retreat has a written agenda with a clear business purpose, list of attendees with departmental affiliation, and is held away from the normal work location. Conference or workshop: Organized training sponsored by the university which includes non-employees. Generally a registration fee is charged to the attendees. Training event: Formal training (dissemination of information) to employees or volunteers and the location is away from the place where the employee normally performs his/her work. Recognition event: An event that formally recognizes volunteers or students for specific accomplishment. This does not include retirement events/celebrations or other employee recognition. Departmental meeting: Regularly scheduled staff, faculty, student government or other student group meeting.

When is a hosting expense reimbursable? Hosting expenses of official guests of the institution can be paid with university funds. These include candidates and accompanying family member(s) to fill employee positions, visiting scholars/scientists/artists, seminar speakers, advisory board members, prospective students, prospective student athletes within appropriate athletic association guidelines, and other guests whose visit provide a clear benefit to the institution. Business-related group functions can be paid with university funds. These include conferences, workshops, departmental staff retreats, training sessions, employee working meals, student recruitment and orientation, non-employee and student recognition events, official graduation recognition, and volunteer appreciation.

Hosting groups and guests An employee may, in the course of employment, serve as a host for non-employee guests of the institution or for a non-employee group, paying for expenses such as meals, refreshments and transportation. Official guests of the institution might include recruitment candidates, visiting dignitaries, potential donors, or guest speakers and must be non-employees. The documentation for such charges must indicate the following: business purpose name of the authorized departmental person who approved the purchase list of attendees date and location Receipts must be itemized and gratuities are generally limited to 15%.

When is a hosting expense reimbursable? Continued A meal may be provided for employees on the work site during an overtime period for the convenience of the university and must be paid as required to comply with the union contract and BOLI laws. University funds can pay for refreshments served at volunteer appreciation, student and other focus groups, conference, workshop, student recruitment, and similar official events which involve non-employees. University funds can pay for refreshments served to institutional employees at business functions when the function lasts at least two hours.

Meals at meetings Meal charges may be paid when an inter-departmental or inter-institutional meeting is called for a specific purpose and the meal is included as part of the meetings formal agenda. Examples include meals served at a convention, conference or training session. In such situations, the meals full cost is paid when it is outside the employees control. When the employee can order from a menu and control the cost, reimbursement is limited to the in-state rates for travelers. Inter departmental means more than 1 department.

When is a hosting expense reimbursable? Continued Costs for entertainment, including amusement, diversion, and social activities and any costs directly associated with such (meals, tickets to shows, sports events, transportation, lodging) may be paid with university funds if they meet the following criteria: the event is part of a formal university-sponsored conference where the cost is recovered from participant fees the activity is part of a self-support instructional program where the participant is charged a fee to cover the cost the event is funded by student incidental fees, authorized by the institution’s student association, and is for the benefit of student group events. (This does not include meals for student groups.) the event or activity is approved in a specific grant or contract the activity is part of athletic travel and cost is allowed per appropriate athletic association guidelines

When is a hosting expense reimbursable? Continued Gratuities: Reimbursement for a tip/gratuity of up to 15% of the charge is allowable when hosting groups or guests. The 15% limit does not apply when the establishment adds a service charge for larger groups in lieu of gratuity. In that case, the amount of the service charge is not within the control of the customer. Tips or fees for alcoholic beverage service are not reimbursable. These costs must be separated and included with alcoholic beverage purchase.

What is not a reimbursable occasion? Alumni, fundraising and other social (non-business) activities Department social activities such as celebrating holidays, birthdays, etc. Regularly scheduled departmental meetings For-credit class refreshments or meals Flowers, house plants or flower arrangements for offices or as donations/memorials/gifts. (Plants for public lobby or reception areas are allowed.) Charitable donations to/for any individual or organization Items for faculty, staff or student personal use, such as break time coffee, tea, soda, snacks

What is not a reimbursable occasion? Continued Alcoholic beverages. Exception: Alcoholic beverages may be purchased when served at group functions that are part of a university-sponsored conference where the full cost of such beverages is recovered through charges to the participants or sponsoring group. The institution is responsible for ensuring compliance with all laws and Oregon Liquor Control Commission regulations, including obtaining a one-day license for serving beer and wine. The caterer must be approved as a university vendor for insurance purposes and IRS reporting.

What do I need for reimbursement? Expenses can be approved or reimbursed when it is determined the costs are: necessary appropriate to the occasion reasonable in amount serve a bona fide university business purpose Payment request must include: Who - names of the individuals attending What - what is being paid When - date(s) Where - location of the event Why - purpose of the event A complete agenda of the meeting including participants, department names, time, date, location, and business purpose will satisfy the above criteria. Submit this agenda with your receipts for reimbursement.

What do I need for reimbursement? An employee can request payment for food and supplies when official guests are hosted at their home. The reimbursement request must include an itemized sales slip of the items purchased. The receipt(s) must separately itemize meals, gratuities, alcoholic beverages and any charges for room use. A "tear tag" showing only the total charge is inadequate for reimbursement. Every effort should be made to provide an itemized receipt; however, if this is not possible, a non-itemized receipt will be accepted upon submission of a written statement specifying the expense details and signed by the employee.

Hosting & Grant – Slide 1 of 2 From our Friends in the Sponsored Projects & Grants Administration (SPGA) Office Hosting & Grant – Slide 1 of 2 Allowable items of cost associated with conferences, symposia, workshops or other meetings supported by any Federal/State grant sponsors. Any costs charged to a Federal/State grant needs to be reasonable and directly allocable to the supported activity. Meeting and conference costs identified above, are only allowable if such costs are specifically and clearly identified in the proposed scope of work and budget, as modified and approved by Federal/State entity. Federal and/or State funds are not otherwise to be spent for meals or coffee breaks for intramural meetings of an organization or any of its components, including, but not limited to, laboratories, departments and centers.

From our friends in the SPGA Hosting and Grant – Slide 2 of 2 This list of unallowable expenses is not all inclusive. 1. Alcoholic Beverages 2. Entertainment Costs 3. Costs incurred for amusement, social activities, entertainment, and any related items such as meals, lodging, rentals, alcoholic beverages, transportation, and gratuities are not allowed. 4. Fines and Penalties 5. Fund Raising Costs 6. Gift Cards 7. Goods or Services for Personal Use 8. Costs of goods or services for personal use of the institution's employees regardless of whether the cost is reported as taxable income to the employees. Please feel free to visit our website for more information: SPGA@oit.edu or call 541-885-1734.