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

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

3. 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

4. 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

5. 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 

6. 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.

7. 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.

8. 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

9. Questions????

10. Marie C Frank, Director
Office of Purchasing
Administration and Finance
University of Louisiana at Lafayette
PO Box 40197
Lafayette, LA 70504
(phone)
(fax)
( )