1. FSUN Brownbag: Hospitality & Special Expenses 4/22/2016

2. Travel Meals Combining business and personal travel
Hospitality expense vs. per diem
Combining business and personal travel
Cost comparisons
Business Meals
Employees cannot be reimbursed for both a hospitality meal and pre diem for the same meal.
Employees may not use this policy to circumvent travel per diem limits.
When is it okay?
Donor relations activities
Faculty recruitment
When is it not okay?
Meeting with collaborators
Each person should pay for their own meal and claim per diem
Multiple employees at same event who go out to eat together
Combining Business & Personal Travel
Reimbursement for airfare may not exceed the lowest available cost of a direct or uninterrupted route if you had traveled only for business
Price comparison should be obtained at the same time you actually book your trip
Non-business related expenses may not be claimed for reimbursement
Meals for spouse or family members
Extra lodging expenses
Additional nights
Additional expenses incurred because of the number of people in the room
Car rental - employee may not have needed a car if they were traveling by themselves
Additional expense to upgrade to a bigger vehicle

3. Tipping Not to exceed 20% (on total with tax)
Will be added to both the Travel and Hospitality policies

4. One Up Approvals
Employee travel and expense reimbursements, and purchases of goods or services that could be perceived as personally benefitting an employee, must be approved by a person one level senior to the employee requesting reimbursement or initiating the purchase.
From the Administrative Policy: Financial Transaction Approvals and Routing on One-Up Approvals:
Employee travel and expense reimbursements, and purchases of goods or services that could be perceived as personally benefitting an employee, must be approved by a person one level senior to the employee requesting reimbursement or initiating the purchase.
Approval authority can be delegated by the original approver, however accountability cannot be delegated. Both the delegate and the original approver are accountable for any approvals completed.

5. Hospitality Lunch Meetings/Refreshments
Recognition or Reception Events
Retirements
Department social activities not allowed
Holiday parties, birthdays, etc.
From the “Allowability Grid”
Lunch Meetings/Refreshments
Refreshments, accommodations and related incidental expenses
To accompany business meetings and retreats, to conduct diversity business, staff and student development or recognition events, or community building
Must be occasional and modest in amount
Recognition or Reception Events
On University property, at staff residences, or at reasonably priced off-campus facilities
For significant events or achievements
Some examples I found were:
Employee recognition (service anniversaries, retirements)
Official, ceremonial functions of the university (commencement, presidential inauguration)
Student recognition
Candidates for positions
Academic visitors
Retirements
Retirement award of personal property with cost not exceeding $400
Length of service with a minimum of 5 years

6. Hospitality Gifts Social Events Taxable vs non-taxable
See
From the “Allowability Grid”
Gifts
Non-employee
As recognition to donors, members of governing boards, volunteers and University supporters
Must not exceed $100 / Must use allowable type of funds
Employee – gift certificate
As recognition of performance
Employee – tangible personal property
When intended for length of service, should be consistent with the University’s catalogue programs
Social Events (Such as Birthdays & Holiday Parties)
Not allowed.

7. Resources Policies University Financial Helpline
Traveling on University Business
Hospitality & Other Special Expenses
Hospitality Allowability Grid
University Financial Helpline