ࡱ> wyva 2bjbj** AVH=bH=b)& & 8<*T+^2~~4x]z]z]z]z]z]z]$]_b]]4]<!!!Bx]!x]!!Vh[/vE(^W6d]]<+^XNbblh[bh[!]]6+^b& B h: FM 2008 Business Meetings and Entertainment Scope: As a public institution, the College is entrusted with funds by various constituencies. With limited resources available to carry out its mission, the College must demonstrate prudent judgment when expending funds. Therefore, a valid business purpose must exist for expenditures of College funds. During the course of business, it may be necessary to incur hospitality expenses for business meetings and entertainment. Hospitality expenses are defined as the provision of food, beverages, activities, or events for the purpose of promoting and furthering the mission of the College. While responsible judgment should be used when expending any College funds, particular care should be exercised for hospitality expenses. Individuals responsible for making decisions concerning business meetings and entertainment expenditures should always question whether the proposed expense represents an appropriate use of College funds. Thoughtful consideration of each decision will ensure that College resources are expended appropriately. The VP of Financial Services is responsible for approving or denying exceptions to the Colleges business meetings and entertainment policy. The VPs of their respective department have authority to establish more restrictive internal guidelines within the scope of this policy for their respective departments. Policy: Allowable hospitality expenses include meals or refreshments served during business meetings; meals for prospective employees, visitors, guests, or donors; and College receptions. Sponsored program (grants, contracts) accounts may be used if the expense is specifically approved in the budget and is in accordance with sponsor and College policy. Faculty and staff should be aware that any hospitality expenditures that do not fall within the College policy will become a personal liability for the faculty or staff member. Expenses for items of a personal nature utilized by a College employee when entertaining College guests are unallowable on College funds. Examples include golf clubs, membership in social organizations, etc. Business meeting and entertainment expenses should not be lavish or extravagant. The amount spent must be reasonable in the context of the business benefit hoped to gain. Expenses will be reimbursed based on the actual expenses incurred. The employee shall exercise moderation and prudent judgment when using college funds for business meeting and entertainment purposes. If on non-local travel and meals are supplied by the business meeting, which is not a cash out of pocket expense, you cannot submit for reimbursement. Original receipts (detailed receipts and not summary receipts for credit card transactions) are required for all business meeting and/or entertainment expenses, regardless of the amount and are to be included on the BOA Works Expense Reimbursement Request for any cash out of pocket expenses. If payment is to be made to a vendor, the original invoice is required and should be attached to the 鶹ֱ Requisition. All requests for exceptions to this policy will require review by the appropriate Division Executive prior to submission to the VP of Financial Services for approval or denial. Meals or refreshments served during business meetings: Examples of business meetings where meal and refreshment expenses are allowable: Meals or refreshments served at College-sponsored seminars, retreats, workshops, orientations, or other College functions. Meals or refreshments served during College-sponsored meetings of advisory groups, outside reviewers, or other committees, when the group is composed of both College employees and non-employees. Working breakfast, lunch, or dinner meetings. A formal business discussion must be the purpose of the gathering. The College will not reimburse any expenses for events of a personal nature held by a department (for example, parties to celebrate births, marriages, birthdays, etc. Meals for prospective employees, visitors, guests, or donors: Examples of allowable meals for prospective employees, visitors, guests, or donors: Meals related to the individual recruitment of faculty or staff. Meals for individuals invited as academic visitors to contribute to the intellectual life of the College community. Meals related to cultivation of prospects, whether prospective or previous donors. Expenses for dining involving non-College personnel are reimbursable when the purpose of the meeting is to conduct formal college business and when it is necessary to have the meeting in conjunction with, or during, a meal. The typical business meal might involve interviews of prospective employees, discussions with vendors, consultants, government officials, or other persons with whom the College does business, or meetings of organizations and groups at which agenda items pertinent to College business are covered. Business Entertainment (College Receptions): Meals and functions are considered entertainment if they, although partially social in nature, are intended to provide hospitality deemed necessary and customary in furthering the Colleges business interests and employee relations. Examples of business entertainment include: Receptions for College faculty, staff, students, guests and visitors; Alumni reunions or functions; and Events that promote the advancement of the College through such things as partnerships, articulation agreements, and employee relations. Meals that include spouses or other individuals who are not directly involved in conducting formal College business are general indications that the occasion is entertainment rather than a business meal or meeting and is not reimbursable and should not be paid out of College funds. Occasional (generally annual or semi-annual) functions for employees are considered business entertainment when intended to serve as a token of appreciation that primarily promotes employee relations or that recognizes individual or group achievements. Retirement events which are campus wide receptions on campus. Definitions: In order to provide clarity, the following terms related to this policy are defined. Business Meeting: Events where the main purpose of the meeting is to actively conduct business and includes the provision of meals (catered or restaurant) or light refreshments (beverages, hors doeuvres, pastries, cookies, etc.). Business Entertainment: Social events intended to provide hospitality deemed necessary and customary in furthering the Colleges business interest and employee relations, can includemeals (catered or restaurant) or light refreshments (non- alcoholic beverages, hors doeuvres, pastries, cookies, etc.). Alcoholic beverages are not a reimbursable expense. Host: An employee representing the College who provides hospitality for a meeting, conference, or guest. Host to Official Guests, Recruitment: An event where the college provides hospitality to official guests, including visitors from other colleges, members of the community, or prospective employees (recruitment). Official Guest/Dignitary: A person who renders a service to the College or is present at a College meeting, conference, or event at the invitation of the person authorized to host the activity. Meetings of a Learned Society or Organization: An event where the College is the host or sponsor of a meeting of a learned society or organization. Meetings of an Administrative Nature: An event where meetings of an administrative nature are held that are directly concerned with the operations of the college. Student-Oriented Meetings: An event where meetings between faculty or administrators and students are held. Current/Prospective College Donors: An event that the College hosts for the purpose of fostering relationships with current or prospective College donors. Receptions, Employee Relations: An event that the College hosts in connection with conferences, meetings of learned societies or organizations, fundraising events, meetings of student organizations/groups, employee recognition, student events (such as commencement exercises), etc. Procedures: An On Line Expense Reimbursement must be completed using the Works System for all business meeting and entertainment events in order for expenses to be reimbursed, unless a corporate card is utilized. In addition, all expenses related to business meetings and entertainment must be charged to the appropriate object code(s). Payments will not be made for business meeting or entertainment expenditures unless the documentation is complete and original receipts are included. If appropriate action cannot be taken to properly document the expenditure, the individual staff or faculty member must bear the cost of the entertainment. College policy requires that specific information be provided in the item description and comments section of the On Line Expense Reimbursement process reflecting details of the business meeting or entertainment. The requirements are as follows: Date of Event. The date the business meeting or entertainment event took place. Place of Event. The name and address or location where the business meeting or entertainment took place. Type of Event. Define whether the event is a business meeting or entertainment. Purpose of the Event. The business purpose for the expense. Participants in Attendance. The names of the persons who took part in the business discussion and/or the entertainment function must be provided. If 5 or fewer people are in attendance, the names of all attendees must be shown. If more than 5 persons are in attendance, the name(s) of the group(s) and the number of persons attending should be noted. Business Relationship. The titles, occupations, affiliation, or other designations about the attendees that shows their business relationship must be provided. The employee (host) must be present during the meeting or entertainment event. Receipts. Original receipts for all entertainment expenses are required for reimbursement, regardless of the amount. If you attend a conference/seminar, please attach the provided detailed itinerary for the attended event. If payment is to be made to a vendor, the normal invoice or statement of costs is required. Upon completion of the event, expenses should be submitted online using the Works Expense Reimbursement process. Filing for Mileage and any Cash out of Pocket Business Expenses: Use the Bank of America Works On Line Expense Reimbursement-Process For more information contact: VP of Financial Services at x 7715 or Director of Procurement, Contracts at x 7822.     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PatenaudeG.[x Times New Roman5Symbol3. .Cx Arial9. . Segoe UIA$BCambria Math"1hbrGptgC[B#LB#L!4))j2QHP?0q2!xx֪Q Business Meetings EntertainmentCSMJennifer L. Everhartl                   Oh+'0   @ L X dpx Business Meetings Entertainment鶹ֱNormalJennifer L. Everhart4Microsoft Office Word@Ik@꺪5@Gz@H`EB# ՜.+,0 hp|  鶹ֱL)  Business Meetings Entertainment Title  !"#$%&'()*+-./012356789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdeghijklmopqrstuxRoot Entry FLJvEzData ,1Table4cWordDocumentAVSummaryInformation(fDocumentSummaryInformation8nCompObjr  F Microsoft Word 97-2003 Document MSWordDocWord.Document.89q