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

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Presentation on theme: "ALLOWABLE EVENTS.  Student Events  Hosted by students  For the benefit of students  Graduation receptions  Student recognition receptions."— Presentation transcript:

1 ALLOWABLE EVENTS

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

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

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

5  Organized Departmental Meetings  Half day or more  Retreats

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

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

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

9  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

10  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

11  Auxiliary Units  Events for students  Promotional activities

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

13  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

14  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

15  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

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

17  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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