Reimbursement Policy for Food and Meeting Expenses

College of Pharmacy
Reimbursement Policy for Local Food and Meeting Expenses
November 20, 2006

In general, the College of Pharmacy will follow the University “Hospitality and Special Expenses” Policy for local food and meeting expenses. The dean is allowed to approve certain exceptions, for example, for the amounts reimbursed for meals.  The following are College of Pharmacy guidelines for what will be approved and when pre-approvals for exceptions are needed. 

Rates for meals:

Up to $75 / person unless pre-approval is obtained.  

Individuals who choose to spend more without pre-approval will be reimbursed up to the approved limit only.

Reimbursement for expenses for spouse/partners attending events (e.g., donor development, faculty recruitment, celebratory events) will follow the University policy, which states that these expenses may be reimbursed if the spouse/partner is attending for a bona fide business purposes and the amount is reasonable. The documentation submitted with the expense reimbursement must include adequate information to substantiate the business purposes of the expense.  Examples where reimbursement for spouses may be approved, with adequate documentation, are recognition events, donor events, or recruitment events when the spouse of the candidate is included.

Pre-approval is not needed for 3 College of Pharmacy employees per hospitality meal.  Pre-approval for more than 3 will be granted in some special situations but needs to be justified based upon the purpose of the event.

Community-building events for departments and graduate programs will be approved if included in their approved budget.  (Inclusion in the budget is considered pre-approval.)  Remember that adequate information should be provided to the staff members processing the paperwork so that the records are complete.  For example, “fall gathering of new graduate students, faculty, and staff for orientation and community-building purposes” would provide the business reason for the expense.

Any meeting of College of Pharmacy employees-only with a meal needs to have a bona fide agenda (not just “discussed business”) and have a reason for an outside location.  Meals with the workgroup are not allowed without a bona fide business purpose.

Workgroup meals should have a written agenda; be moderate in expenditure, and only on an occasional basis.

Employee-only non-business functions (even if on individual accounts) will not be approved, except for community building as described in 4.

All events with alcohol must be pre-approved. Alcohol reimbursement is strictly limited to private, unrestricted (foundation) budgets as indicated in the university policy.

Reimbursement for any other situations should comply with university policy or be pre-approved.

The full policy statement, which includes detailed information about allowable / unallowable expenses, including information about gifts and recognition awards, and helpful FAQs on this topic, is available at  http://www.fpd.finop.umn.edu/groups/ppd/documents/policy/Hospitality.cfm#950 .

Approved by Central Council, November 20, 2006
(previous policy versions; September 20, 2004; November 5, 2001)

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The following list of restaurants was compiled by Sue Bruley with input from Marilyn Speedie and Becky Lentz.  The College expects, but cannot guarantee, that these restaurants will provide an appropriate dining environment for recruiting and other CoP-related activities at a cost within the limits of the College of Pharmacy Reimbursement Policy for Local Food and Meeting Expenses (dated September 20, 2004).  Please contact Shari Fodness to make additions or deletions to the list.  Thank you.