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I. |
Headquarters City expenses are those expenses incurred by UWM employees
and/or students within the Headquarter City boundaries, which includes the area within the city and a 15-mile radius. |
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II. |
Refreshment break expenses |
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A. |
Refreshment break expenses are allowable only in association with business meetings which meet one of the following criteria: |
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1. |
Facilities are not available within the building or immediate area of the meeting where attendees could obtain and consume normal break items within a typical break period (10 or 20 minutes), or; |
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2. |
Having the attendees leave the meeting room would have an adverse effect on the continuity of the meeting, meaning it is expected that break items be consumed while the business meeting or program continues, or; |
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3. |
The majority of attendees are not UWM/State or student organization employees. |
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B. |
Refreshment break expenses must be limited to one break each morning and afternoon. The break may consist of non-alcoholic beverages and small food items, which should not exceed $5.00 per participant per break. Events that include a continental breakfast must not include additional food items at the morning break. |
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C. |
The following documentation must accompany the request for payment: |
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1. |
Approval of Department head or above. |
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2. |
The name, purpose, date and time (beginning and ending) of the meeting. A meeting agenda, which includes all of these items, is preferred. |
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3. |
A statement indicating which of the criteria outlined in II.A. were met. If the refreshment break is allowed on the basis of A.3., the number of UWM/State employees and non-employees must be provided. |
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4. |
Original invoices or receipts showing the amount to be paid or reimbursed. |
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III. |
Meal expenses |
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A. |
If the meeting is held at the headquarters location of the majority of the attendees, a provided meal is acceptable only if the business could not be effectively conducted in such a manner as to avoid the necessity of the meal. It is not appropriate for payment of meal costs at an employee's headquarters location unless a meal time speaker is scheduled, business is actually conducted during the meal, or facilities are not available near the meeting location for the attendees to eat at their own cost. |
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B. |
Meal expenses (including tax and tip) for UW/State employees and non-state
employees are allowable up to the in-state meal maximums as indicated in the
Meal
Reimbursement Rates (ASM policy 5.5.1). |
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C. |
The following documentation must accompany the request for payment to a vendor,
union catering or an employee: |
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1. |
Approval of Department head or above. |
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2. |
The name, purpose, date and time (beginning and ending) of the meeting. A meeting agenda that includes all of these items is preferred. |
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3. |
A list of meeting participants for whom expenses are to be paid, including affiliation, e.g.; institution, state agency, business, etc. |
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4. |
Original invoices or receipts itemizing the cost per meal and showing the total amount to be paid or reimbursed. |
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5. |
Justification for holding the meeting over the meal period. |
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D. |
Meals associated with conferences or UWM sponsored events may be reimbursed for
actual and necessary costs incurred in connection with the conference if: |
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1. |
Specifically authorized by statute or contractual agreements. |
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2. |
Determined by the Dean or their designee that the costs are essential to a
program and the benefit received is greater than the extra costs. |
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Approval and justification by the Dean or designee is required. Approval must be
received before the event otherwise the State of Wisconsin maximum for meals
will be paid. Any remaining amount must be paid by non-university funds and could
be the responsibility of the person who contracted the conference or event. |
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IV. |
Reception Expenses |
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A. |
Receptions are a gathering of individuals associated with a UW-sponsored event that provides the opportunity for interaction in a setting that is not purely social in nature. Unlike a business meeting, a reception may not have a specific agenda or time frame. Like a business meeting, the purpose must be related to or promote the mission of the hosting department. Expenses are not allowable for receptions that are solely for social or entertainment purposes, except as provided in other UW System policies. Refer to UWS Financial Policy & Procedure Papers
#6,
#26, and
#50. |
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B. |
Reasonable food and beverage costs, reception room costs, and service charges
may be paid.
It is recommended that Union Catering be used, but if this is not possible, an
outside catering vendor may be used if they meet the Environmental Health,
Safety & Risk Management requirements as outlined here. |
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C. |
Even though it may not be possible to determine in advance how many will actually attend, a reasonable effort should be made to minimize expenses resulting from overestimated attendance. The hosting department should be prepared to justify the cost of the event to the news media and to political and private interests.
Refreshments cannot include alcoholic beverages. |
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D. |
The following documentation must accompany the request for payment: |
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1. |
Approval of Department head or above. |
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2. |
A statement or document which substantiates the official business purpose of the reception. |
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3. |
Original invoices/receipts showing the amount to be paid or reimbursed. |
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4. |
When primarily UW/State employees will attend the reception, the provisions of Sections II and III above
apply. |
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E. |
Examples of Allowable Receptions: |
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1. |
A UWM department hosts a reception in a hospitality room at an out-of-town conference site hotel. Alumni from the area and conference participants are invited for the purposes of faculty recruitment, fund-raising and interaction with UWM alumni regarding current UWM issues. |
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2. |
A UWM College/School hosts a reception in conjunction with a guest speaker at an arts and lecture series to provide the participants an opportunity to discuss the topic of the speaker. |
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3. |
The art gallery hosts a reception for the opening of an art exhibit to provide the participants and opportunity to discuss the exhibit with the artists and other participants. |
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4. |
Critic teachers are requested to attend a business meeting from 4-6:00 p.m., followed by a reception, but not dinner, and informal discussions relating to the instruction of student teachers. |
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5. |
All faculty and staff are invited to attend an opening reception for new faculty orientation. The purpose of the reception is to provide new faculty an opportunity to discuss orientation issues with other faculty and staff. |
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F. |
Social or entertainment related receptions are allowable as provided for in Financial Policy & Procedure Papers
#6, #20 and
#26. |
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V. |
Systemwide meetings, conferences and training sessions sponsored by the University primarily for participation of UW employees are subject to the following: |
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A. |
Meetings in non-UWM facilities are not allowable if additional expenses are
incurred by UWM that would not have been incurred if the meetings were held in a
UWM facility. For an exception ot this policy, the following must be provided. |
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1. |
Prior approval of the Controller. |
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2. |
A written justification explaining why a UWM facility could not be used. |
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B. |
Registration fees must not include items that are not allowable under UWM regulations. |
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C. |
The brochure or registration form must be attached to the TER or invoice billed direct to UWM and should indicate the itemized costs, i.e.; meals, breaks, etc. included in the fee regardless of the dollar amount. |
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D. |
All registration fees must be paid to the institution and deposited in the UWM
Cashier's Office. |
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E. |
Meal and lodging expenses may not exceed the maximums. Meal and refreshment break expenses for employees of the headquarters location are allowable under the restrictions outlined in Section II and Section III above. |
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F. |
The names of the participants and the institutions to which they are headquartered
must be provided for all meal and lodging expenditures. |
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VI. |
Meetings, conferences and training sessions sponsored by UWM departmentsand/or
student organizations, primarily for participation of the general public and professional groups are subject to the following: |
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A. |
Event should be planned and located in such a way that convenience and accessibility for the participants are maximized, and cost to them and UWM is minimized. Utilization of campus facilities is encouraged. |
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B. |
The brochure or registration form should indicate the costs, i.e., meals, breaks, etc., included in the fee. Registration fees must not include items such as alcoholic beverages that are not allowable under UW regulations. |
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C. |
All registration fees must be paid to UWM and deposited in the UWM Bursar's Office. |
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VII. |
UWM sponsored off-campus meetings, conferences and training sessions commonly referred to as "retreats" held primarily or exclusively for participation of its own employees
and/or students are allowable only with the following: |
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A. |
Justification and prior approval of the Controller must be attached to all transactions paid relating to the event. (Submit a request for approval, with justification, to the Controller before the event.) |
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B. |
Refreshment breaks and meal costs are subject to Sections II & III above regardless of where the event is held. |
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C. |
If an adequate UW facility is not available, and prior Controller approval is
obtained for the event, the cost of the most economical means of transportation
may be paid. |
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D. |
Costs incurred for lodging are never allowable. |
| Direct questions to the Travel
Office at 6651 or
email. |
