Special Meals and Non-Employee Expenses University of Louisiana at Lafayette 4/4/2017

State Regulations Louisiana State Travel Regulations PPM 49, Section 1509- 1510 Visiting Dignitaries Executive Level Persons from other Governmental Units Working Meals Agency Sponsored Conferences Job Candidates or Interviewees Student Events Fee-Based Events

Special Meal Regulations Original itemized receipts are required in order to be reimbursed or justify the use of Lacarte A listing of participants in attendance for each meal must be submitted in order to be reimbursed and if Sodexo is used, the Pending Order form must be attached. No Alcohol is to be reimbursed

Special Meal Approval Requirement Request for Authorization of Special Meal (PUR 109) must be completed and submitted to Purchasing Must be approved by Vice President of Administration & Finance prior to Event to ensure adequate funding Reimbursable rates are the following rates and reasonable tip up to 20% however UL is tax exempt and certificate should be presented to restaurant

State Rates for Special Meals For Non-employees, Invited Guests, Job Candidate meals, Student Events or Fee-Based Events Refreshments     $4.50/person Breakfast             $10/person Lunch                   $15/person Dinner                  $30/person For Working University Meetings or University Sponsored Conferences: Breakfast             $9/person Lunch                   $13/person Dinner                  $29/person 

Methods of Payment or Reimbursement for Special Meals Lacarte Card can be used for Special Meals payment at a restaurant. Attach copy of PUR-109 to the Lacarte log with original itemized receipts and listing of participants. Submit the Special Meal Reimbursement Request PUR 113 for Personal Reimbursement. Attach copy of PUR-109 and original itemized receipts with listing of participants. When ordering from Sodexo, the Encumbrance number from PUR-109 must be given to Sodexo to include on the Order form. Sodexo must stay within State Rates. When using an outside Caterer or Restaurant, State Competitive Limits apply and a requisition is required to pay Vendor directly. Attach the PUR-109 to the requisition and a listing of participants. The VP for Administration & Finance is the only authorized signature for agreements. Attach the agreement to the requisition and the Purchasing Office will process. If the Foundation is reimbursing, Foundation rules apply.

Request for Approval for Non-University Employees (Invited Guest or Candidate) Submit Request for Non-employee Reimbursement PUR 107 for approval. If UL will only pay a portion of the expenses, please include this under the Encumbrance field on the top right of the form. If the Non-Employee will be paid an Honorarium or Speaker Fee, please use a Requisition to request services and payment. Purchasing laws apply in regard to Consulting Services. Reimbursement for alcohol is prohibited. If Non-Employee will participate in a Special Meal, please do not include the Special Meal expense on this form.

Non-Employee Reimbursement Request Submit a Non-Employee Reimbursement Request PUR-119 for requesting reimbursement of reasonable expenses Approved PUR-107 must be attached and IGR# included on PUR-119 IRS W-9 must be attached for payment purposes Original itemized receipts required to be attached to PUR-119

Questions????

Marie C Frank, Director Office of Purchasing Administration and Finance University of Louisiana at Lafayette PO Box 40197 Lafayette, LA 70504 (phone) 337-482-2148 (fax) 337-482-5059 (email) mfrank@louisiana.edu