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Published byWesley Atkins Modified over 8 years ago
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ALLOWABLE EVENTS
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Student Events Hosted by students For the benefit of students Graduation receptions Student recognition receptions
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Recruitment Hosting prospective students (undergraduate and graduate) Hosting potential faculty
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Guests(speakers, guest lecturers, etc.) Meal(s) only for the guest Note: IU Foundation funds should be used to cover meals of employees.
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Organized Departmental Meetings Half day or more Retreats
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Meals (but not entertainment) expense for University employees and outside reviewers required for accreditation activities and peer or administrative reviews.
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Faculty/Staff Recognition Retirement, Termination Longevity Praise
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Training Staff: Must have representative from UHR or facilitator from outside the IU Community Faculty: Must be approved by Dean of Faculties
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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
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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
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Auxiliary Units Events for students Promotional activities
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Floral arrangements (only for the event) Recruiting items (reasonable cost per item)
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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
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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
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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
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Campus Does not provide prior approval for hospitality events C&G Admin approves based on the transaction
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To request a hospitality code, go to the Hospitality Website: http://www.obap.indiana.edu/hospitality/ 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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