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For more information pertaining to travel principals, please see the /wiki/spaces/~655483049/pages/993853747procedures manual.
HOSTED MEALS: PSU or an employee of the university, in the normal conduct of a program/activity, may serve as host for official guests by paying for their meals when a clear benefit to the university is documented and institutional approval processes are followed.
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Hosted meals can be purchased directly by an employee or a department PCard user. If purchased directly by an employee, reimbursement by the institution upon submission of an itemized receipt. Whether the PCard was used or expenses were initially paid by the employee, every effort should be made to provide an itemized receipt; however, if this is not possible, a non-itemized receipt will be accepted upon submission of a written statement specifying the expense details and signed by the employee. Hosted group meals or refreshments are generally arranged in advance by the event organizer for an entire group with the vendor paid directly by the institution. For more information pertaining to completing a personal reimbursement request, please see the /wiki/spaces/~655483049/pages/992414195procedures manual.
LIGHT REFRESHMENTS - NON-EMPLOYEES: University funds can pay for refreshments served at volunteer appreciation, student and other focus groups, conference, workshop, student recruitment, and similar official events which involve non-employees.
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- BUSINESS-RELATED GROUP FUNCTIONS: Business-related group functions can be paid with university funds. These include conferences, workshops, departmental staff retreats, training sessions, employee working meals, student recruitment and orientation, non-employee and student recognition events, official graduation recognition, and volunteer appreciation. See Hosting Matix for time restrictions.
UNALLOWABLE HOSTING EXPENSES WITH UNIVERSITY FUNDS: Below is a list of activities when meals, refreshments or other hospitality/entertainment costs cannot be paid with university funds (this list is not all inclusive):
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ACCOUNT CODES: It is important that the correct account code is used. Some activities are allowable per OMB Circular A-21 - Cost Principles for Educational Institutions for federal reimbursement or inclusion in the university facilities and administrative rate calculation and some activities are unallowable. Account codes identify these activities. For more help on account codes, please click /wiki/spaces/~655483049/pages/1003257896 here.
Hosted meals and refreshments may be hosting, public relations, or conference costs depending upon the purpose of the activity. Please see the /wiki/spaces/~655483049/pages/988053737procedures manual for more information.