Fiscal agents must insure that University funds are used only for allowable and authorized purposes in conjunction with University events.  In certain instances further approvals are specified for the President or appropriate Vice President.  The Controller's Office and Purchasing Office will insure that proper approvals have been obtained before payment is made.

The following guidelines are to be used to determine allowable expenses incurred by or for University personnel participating in meetings, conferences, and other events arranged or hosted by the University within the Chicago "metropolitan area."  Expenses connected with meetings, conferences, and other events not arranged by the University when held off campus are covered by the travel regulations.

The Chicago "metropolitan area" includes the counties of Cook, Dupage, Kane, Lake, McHenry and Will.

Purchased refreshments including coffee, soft drinks and snack foods are an allowable cost if approved in advance by the appropriate Vice President or designate, when used in connection with University events involving non University personnel as key participants or when involving only University personnel where such activity is non routine in nature.  Non routine means that the event is not a regularly scheduled occurrence and if repeated does not involve substantially the same group of participants.

If approved in advance by the appropriate Vice President or Designate, purchased refreshments, including coffee, soft drinks and snack foods for retirement and welcoming receptions for University employees, are allowable under the following circumstances:

• The reception is held on campus, involves only employees and is not a private office party.

• Refreshments may be purchased from the awarded food service vendor. Payments of awarded food service vendor invoices will only be processed on properly completed Direct Payment Vouchers (DPV).

• Invoices payable to outside food vendors for refreshments totaling $50 or less will only be processed on properly completed Direct Payment Vouchers and invoices totaling over $50 must be processed on University Purchase Orders.

• Alcoholic beverages may be served only in authorized areas. Use of state funds for the purchase of alcoholic beverages is prohibited.

Meals and related expenses purchased for University personnel in conjunction with University events involving only University personnel or with University guests are an allowable expense in selected and non regular situations, but only if approved by the appropriate Vice President in advance. Where such expenses are approved, actual meal costs for individuals ordered from a menu will be reimbursed at a maximum of $10 per person for breakfast or lunch and $20 per person for dinner if employee is not in travel status. Actual meal costs when ordered and billed for a group will be paid. Purchases of alcoholic beverages are not reimbursable.

Meal tickets purchased from the food service vendor for University personnel as key participants are allowable only when attendance is required by the President or Vice Presidents and approved by the appropriate Vice President.

Lodging for guests of the University in connection with official business is an allowable expense. Lodging for University personnel in connection with University events is allowable only when the nature of the event involves sponsored activities connected with official business at unusual hours and when attendance is required by the President or Vice President. The allowable cost of such lodging for University personnel and for guests of the University shall not exceed the maximum accommodation rates as specified in the Travel Regulations.

Other reasonable costs in connection with University events such as meeting rooms, set-up charges, equipment utilization, and related supplies are allowable expenses.

Purchase of alcoholic beverages, entertainment or memberships in private clubs from University funds is prohibited.

Transportation costs to and from official headquarters for University personnel attending University events held at an off campus location are an allowable expense and shall be treated and processed as "local" travel. Local travel is defined as travel within the Chicago metropolitan area when living expenses are not involved; i.e., travel expenses consisting only of transportation and incidentals (mileage, tolls, parking, etc.)

Costs incurred for transportation, meals, lodging and other incidentals for official guests of the University are contractual services and are processed on a reimbursement basis using a Direct Payment Voucher. Such costs relating to consultants under contract are normally considered a part of the terms of the consulting contract and processed accordingly.

Catered, prepared, or served refreshments for University events held on campus may be purchased from the awarded food service vendor as contractual services. Payments of invoices will be processed on properly completed Direct Payment Voucher.

Catered, prepared, or served refreshments totaling $50 or less for University events held on or off campus but not purchased from the awarded food service vendor can be paid on a reimbursement basis using a Direct Payment Voucher and amounts totaling over $50 must be processed on a University Purchase Order.

Direct purchase of food or beverages are commodities. Amounts of $50 or less can be paid on a reimbursement basis on a Direct Payment Voucher. Amounts over $50 must be processed on a University Purchase Order.

Meals and lodging for University personnel in connection with University events are contractual services and must be procured by Purchase Order or through the awarded food service vendor (in the case of meals), except that the President or Vice Presidents may personally pay for such items directly and be reimbursed.

Other costs follow usual procurement and payment procedures.

All payment documents for authorized University events must have proper approvals, clearly state the purpose, time and location of the event, list key participants and describe the number of others attending, and itemize costs in detail.

Instructions for preparing pertinent forms are explained in the "M" sections of this manual.

Financial planning relating to the event may be discussed with the Controller on extension 5143.  Answers to questions regarding executing pertinent forms and payment should be directed to the Disbursements section of the Controller's Office, phone extension 5129 or 5128.