ADMINISTRATIVE PROCEDURE

Documenting Hospitality and Special Expenses

See also the Appendix: Transaction Justification/Documentation Standards for All Non-Sponsored and Sponsored Transactions

Expense Form

All hospitality and special expenses must be documented to include:

  • Purpose of the event
  • Location and date
  • Number and type (alumni,donor etc.) of attendees

One way to document an event is to use the Hospitality and Special Expense Form similar to the one included with this policy. This form is not required and will not be available from the storehouse. You may document the expenses using a photocopy of this form or one that you develop.

Note: The payment of the expense should be correctly coded to comply with OMB Uniform Guidance requirements. This circular establishes principles for determining costs that are allowed to be reimbursed by federal grants and contracts. A cost may be appropriate according to University policy but "unallowable" by federal standards.

"Unallowable" expenditures for Sponsored Projects include (applicable account codes in parentheses):

  • Advertising to promote University products and/or services (720701)
  • Alcoholic beverages (720702)
  • Entertainment (720703)
  • Settlements (720704)

See also Examples of Unallowable Costs for a complete list of these types of expenditures.

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