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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 procedures manual.
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ALLOWABLE AMOUNT: Hosting official guests or hosted events occurring in state and out of state will be held to a reasonable standard rate of,$17.75/breakfast, $17.75/lunch, $35.50/dinner. rates follow IRS High City Meal Per Diem. Rates are per person and include gratuity of between 15% - 20%.. The Rates are broken down as follows:
- Breakfast 25% of daily rate
- Lunch 25% of daily rate
- Dinner 50% of daily rate
ALLOWABLE GRATUITIES: Reimbursement for a tip/gratuity between 15% - 20% of the charge is allowable when hosting groups or guests. This range does not apply when the establishment adds a service charge for larger groups in lieu of gratuity. In that case, the amount of the service charge is not within the control of the customer. Tips or fees for alcoholic beverage service are not reimbursable. These costs must be separated and included with the alcoholic beverage purchase.
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The above information is required whether paying a vendor directly, requesting a personal reimbursement, or processing an internal transaction from university catering or other food services. An announcement or agenda may be substituted for individual names when paying expenses of a large group gathering.
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