Hosting a Meal

If you have been selected to have lunch with a guest speaker, post doc, or a meeting for department business, here are the guidelines while hosting a meal:

Q: How much can I spend?

A: Up to $30/per person is allowable. Gratuity up to 20% is allowable.

Q: Can we buy alcoholic beverages?

A: Yes, but it must be on a separate check and you will not be reimbursed for it.

Q: How should I pay, and can I be reimbursed?

A: The University's preferred way of payment is to use an ACARD. Try to include someone with an ACARD into the meal to make things more convenient. You can be reimbursed if you need to use personal funds (receipts…see below). You cannot use someone else's ACARD for the meal. A C4C meal card is a wonderful, convenient and economical choice. See Jen.

Q: Do I need the receipt?

A: Yes, you need 2 receipts. You need to have the credit card receipt and the itemized receipt for both ACARD transactions and reimbursements. Please make sure there is no alcohol on the itemized receipt.

Q: Where can we go?

A: Anywhere within reason.

Q: So we went out to lunch; now what do I do?

A: If you paid on your ACARD: fill out a requisition form like normal, attach the receipts list ST or ST purpose (Colloquium, recruiting, etc).

Include the names of all who attended.

A: If you need to be reimbursed email the receipt and SpeedType to me. I will create an expense report in Concur within the CU Portal for you to approve.

If you have any other questions please contact:

Trisha Ward