Business Expense Policy - 07. Funding Employee Gatherings
The university encourages its colleges and administrative units to bring employees together regularly—both virtually and in person—to build morale, enhance the sense of community, celebrate holidays and/or accomplishments. Although many of these gatherings will not involve expenses, there may be times when food or refreshments are provided to employees whether on or off campus.
The purpose of this policy is to set forth the budget parameters for employee gatherings, including occasional events or functions both on- and off-site. This policy formalizes practices and are expected to be covered within existing spending authority. This policy does not cover meals served during a regular meeting (see Business Expense Policy: Business Meals) and/or to discuss business.
Definitions
- Employee Gathering is defined as an event or function of employees hosted by a college or administrative unit. This policy does not apply to University-wide programming such as the University Block Party or HR-sponsored employee events.
Budget Parameters
The university will cover the cost of the food and refreshments for these gatherings as follows:
- Up to a maximum of $25 per employee of the college or unit in attendance at the gathering, whether it is on or off campus, including facility costs, if applicable.
- Up to a maximum of 2 gatherings per fiscal year per college, department or administrative unit.
- Allotment for a college, department, or administrative unit applies to the employee working in the unit. It does not include employees from other units unless it is an interdepartmental business collaboration.
- Allotment may not be combined or repurposed in any other way (such as used for gifts, gift cards, etc.).
- Expense submission for each gathering should include a short memo describing the purpose of the gathering and the names of the attendees.
Additional guidance
- Costs beyond $25 per person or not otherwise in accordance with this policy must be reimbursed by the individual employee in a leadership position (VP, dean, etc.) with budgetary authority for the college, department or administrative unit.
- The university does not pay for gifts to its employees.
- The university will not cover costs over $25 per person in attendance that works in the college, department or administrative unit hosting the gathering.
- Incidental costs incurred by employees in order to participate in such events (such as transportation to and from the event or childcare) will not be paid by the university.
- The university will not pay the expenses associated with celebrating occasions that are inherently personal in nature (births, weddings, birthdays, etc.).
Any exceptions to this policy will be approved in advance by the EVP for Business and Operations or the EVP for Academic Affairs and Provost and only in the event of University-wide programming to meet organizational business goals.
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