Hospitality Expenses Indiana University Northwest

The following information is provided as a guide to communicate the rules governing the allowance of hospitality expenses, the approved source of funding, and the hospitality request process. This is not an all inclusive document. Refer to the Fiscal Affairs Resource web site for additional hospitality related information. affairs/resources/index.htm Refer to the Campus Events web site for additional catering information.

Allowable Activities  The expense must be:  Reasonable in amount  Appropriate for the occasion  Necessary  Serve a bona fide university purpose  Be good stewards of Indiana University Northwest (IUN) and Indiana University Foundation (IUF) funds.

Hospitality Request Forms  The form can be found at:  affairs/forms/index.htm affairs/forms/index.htm  The completed Hospitality Request Form (HRF) needs to be received by Fiscal Affairs no later than 15 business days before an event.  If HRF not submitted 15 business days before an event, provide a written explanation and the HRF must be approved by the administrator (chancellor, CFO, CIO, executive director or vice chancellor) for your department.

Student Even ts  Object code 4025 or 4028 (Student Activities only)  Classroom activity (Field Trip)  Research Trip  Recruitment  Orientation  Recognition, Awards Ceremonies  Receptions  Summer Programs  End of Year Activities  Social (Celebrations)

Searches  Object code 4025  Faculty and Staff  University prefers 4 per table per meal which includes the candidate.  Maximum covered by IUN funds at 4 per table  Breakfast - $13.00 per person  Lunch - $15.00 per person  Dinner - $26.00 per person  Funds: IUN max. 4 per meal per table, no alcohol; IUF for additional meal expenses  Additional resources: affairs/resources/index.htmhttp:// affairs/resources/index.htm

Academic Visitors  Object code 4025  Meals only  These visitors can NOT be state or federal government officials or IU employees.  Seek approval anytime a government official is visiting. The form can be found at: s/Pre%20Event%20Form.pdf s/Pre%20Event%20Form.pdf  Peer Review and Accreditation  Hospitality for committee members is allowed.  Funds: Guest only IUN funds; IUF for additional meal guests

Organized Departmental Meetings with External Guests  Object code 4025  Meetings with guests from outside IU  Collaboration, guest speaker, class activities  More than a ½ day  No lunch-only meetings  Funds: IUN or IUF for meals and refreshments

Retreats  Object code 4025  IU Employees  Faculty and Staff only  For the purpose of goal-setting, discussion of mission, etc.  More than ½ day  University would prefer it to be held on campus.  Funds: IUN or IUF

Training  Object code 4025  Faculty and Staff  Example: Orientation for new employees, staff development, etc.  Refreshments may be provided when training is provide by campus Human Resources (or approved by HR), campus faculty development offices, or facilitated by an external training consultant.  Funds: IUN or IUF

Conferences and Workshops  Object code 4026  Collection of registration fee  Fee must cover all hospitality expenses  Conferences hosted by university personnel for which registration/vendor fees are charged  Registration activities must be processed through the Office of Conference and Event Registration Services (OCERS).

Receptions  Object code 4025  Employee recognition receptions (service anniversaries, retirements, etc.)  Official, ceremonial functions of the university (such as commencement, etc.)  Funds: IUN  Community Engagement (MLK celebration, performance, etc.)  Funds: IUN or IUF

Grant and Contract Accounts  Object code 4027  All hospitality expenses incurred in achieving the university’s mission can be approved or reimbursed from grant and contract accounts if it is determined that the expenses are:  Necessary  Appropriate to the occasion  Reasonable in amount  Consistent with the donor’s intent or agency’s intended use of the funds and must be included in the approved budget.

Things to Remember  Pre-Approval is needed; Hospitality Request Form (HRF) must be received in Fiscal Affairs 15 business days before the event.  Provide clear, detailed information on the HRF.  All catering requests need to be processed through Campus Events.  Progressive Dining Group (PDG) has “exclusive rights for catering” and first right of refusal for all on campus catered events.  Need a quote? Contact Campus Events 20 business days before the event to enable adequate time to provide pricing information.

Things to Remember (continued)  No out of pocket reimbursements (exception – search committees)  No alcohol from IUN funds  No flowers from IUN funds  No meals for employees  Exceptions include search and screen, retreats, student events, recruitment of students  Student events must be for the benefit of students  Object Codes:  4025 – Food, beverages  4026 – When fees collected for conference and workshops  4027 – Contracts and grants  4028 – Student Activities Fee

Contact Information  Catering – Linda Sharma or 6803 or TerryAnn Defenser  Hospitality Policy - Kim Harness or  Hospitality Process - Karen Peterson or 6708