Official University Policy Manual

File code: ADM.BUSEXP.POL
Approval Date: 08/20/98
Approved By: President's Staff

Policy on Business/Departmental Expenses

Meals/Refreshments:

Reasonable expenses for the following meals/refreshments are allowable from University funds. University funds are defined as all University accounts with the exception of Foundation accounts (accounts that begin with an 8) and agency accounts (accounts that begin with a 9). All requests for reimbursements/purchases of meals or refreshments must indicate the purpose of the function and must be in accordance with the purpose of the account.

Catering by the University Food Service shall be the recommended means of obtaining on campus meals/refreshments.

  1. Refreshments, Beverages, and Related Costs:
    Light refreshments (coffee, rolls, soft drinks, water, etc.) are permissible when the refreshments are for parent visitations, orientation sessions, receptions for a speaker or visiting dignitary, official committee or planning sessions, or other authorized events. Retirement parties, going away parties, holiday gatherings, birthday parties, etc. are not considered authorized events.
    Alcoholic beverages, if invoiced independent of other charges and approved by the respective vice president or dean, may be reimbursed/purchased from non appropriated funds.
  2. Meals:
    All requests for reimbursement/purchase of meals must identify the group and provide a business purpose for the meal. The list of attendees may be in summarized form (i.e., four visiting dignitaries from China and two faculty members). Conference participants are exempt from the following guidelines.
    1. Meals With Guests/Candidates:
      1. Guests:
        Meals involving University personnel and non-University individuals are permissible. The maximum amount allowed for meals per person, including tax and tip, will be a rate equal to twice the in-state travel meal allowance. Any exception to the maximum allowable amount requires the approval of the respective fiscal agent. Alcoholic beverages, if invoiced independent of other charges and approved by the respective vice president, the respective dean, or the President may be reimbursed/purchased from non-appropriated funds.
      2. Candidates:
        Same as "Guests" described above, except no more than four individuals may take a candidate (internal or external) and spouse to breakfast, lunch or dinner. Exceptions regarding the number of employees in attendance may be made with the approval of the respective dean, the respective vice president, or the President.
    2. Business Meals Involving University Employees Only:
      University funds cannot be used to purchase meals where only University employees are in attendance unless approved by the respective dean, the respective vice president, or the President. The amount per person shall be limited to twice the in-state travel meal allowance.
    3. Meals/Refreshments Involving Students and Live-In Staff:
      Purchases/reimbursements of meals/refreshments are permissible for student orientation, student recruitment, or when students are being trained for employment. Reasonable faculty/staff involvement in such meals/refreshments is permissible. Meals/refreshments for staff from University funds are also permissible when part of a compensation plan (where live-in conditions are required).
    4. Miscellaneous:
      Expenditures for meals/refreshments for purposes other than those listed above require the approval of the respective vice president or the President.

Costs Incurred by Candidates:

  1. Transportation Expenses:
    The candidate's reasonable transportation expenses are reimbursable with adequate documentation (receipts). If a personal auto is used, the reimbursement rate for employees will apply. It is permissible to charge a candidate's public transportation directly to the University utilizing an Authorization to Charge.
  2. Lodging Expenses:
    A candidate's reasonable lodging expenses are reimbursable. The candidate must submit a hotel/motel invoice for reimbursement. It is permissible to charge a candidate's lodging directly to the University (room and tax only).
  3. Meal Expenses:
    Meal expenses of a candidate are reimbursable. The candidate can be reimbursed for meals with adequate documentation (receipts) or the candidate can be given a per diem allowance. The per diem allowance can be given up to a maximum of one and one-half the in-state travel meal allowance. A lesser per diem rate may be established by the respective fiscal agent. (If per diem is to be paid, please indicate departure and return dates and times on the Direct Pay Authorization.)
  4. Miscellaneous Expenses:
    Expenses for the spouse of the candidate may be reimbursed only if approved by the respective vice president, the respective dean, or the President. Such reimbursements are limited by the same guidelines as the candidate's reimbursement (1., 2. and 3. above).
    Interview expenses (those listed in 1., 2. and 3. above) are not permitted for local candidates (candidates located within the headquarter city) or current employees (current employees located within the headquarter city). Employees away from official headquarters on business are reimbursed as determined by the Travel Regulations.
    Moving expenses are covered separately by the Moving Expense Policy.

Dues and Memberships:

  1. Social, Service, and Fraternal Organizations:
    University employees are encouraged to participate in social, service, and fraternal organizations; however, University funds cannot be used for such memberships.
  2. Personal Memberships in Professional Organizations:
    Payments for personal memberships in professional organizations are permissible with the approval of the respective dean, the respective vice president, or the President. Any substantive materials must become the property of Western Illinois University.

Awards and Plaques:

Please see the Gift Policy.

Decorations:

Decorations and floral arrangements are permissible if for events open to the public or special University occasions.

Wall Hangings, Lamps, Refrigerators, Coffee Makers, Fans, Air Purifiers, Microwave Ovens, etc.:

The above items may be purchased from University funds if approved by the respective fiscal agent.

Entertainment:

Non-Appropriated Funds:
Tickets for special events are permissible with fiscal agent approval when purchased from non-appropriated funds for students, non-employees, or organizations. Tickets for University employees for special events sponsored by the University or a community non-profit organization are permissible from non-appropriated funds with approval by the respective vice president or the President.

Appropriated Funds:
The President has been allocated funds to provide entertainment for all University guests. The costs of official entertainment provided in the President's residence, or in other locations designated by the President (including catering services and refreshments--excluding alcoholic beverages), shall be met from these funds. No other University official can pay for entertainment from appropriated funds.