Business Meetings
Meals or light refreshments provided in connection with a business meeting may be allowable when the meeting serves a substantial and bona fide University business purpose and the meal or refreshments are necessary and integral to the business meeting, rather than a matter of personal convenience.
The fact that employees are meeting, working through a meal period, or discussing University business does not by itself make food allowable.
Meeting decision examples
| Situation | General treatment |
|---|---|
| Working session that extends through a normal meal period | May be allowable when participants must work through the meal or taking a meal break would be too time-consuming or disruptive to the meeting |
| Meeting with a scheduled luncheon speaker or similar program | May be allowable when the meal is an integral part of the meeting |
| Routine staff meeting during normal work hours | Food is generally not allowable when the meeting could reasonably be scheduled without a meal or refreshments |
| Employees choose to continue a business discussion over lunch | Not allowable based solely on continuing the discussion during the meal |
| Social gathering without a University business purpose | Not allowable |
BUS-79 requires the business purpose of meals or light refreshments provided as part of a meeting to be explained on the Expense Report or supported by documentation such as an agenda.
Plan the meeting
Before committing University funds:
- Define the specific University business purpose.
- Determine why the meal or refreshments are necessary and integral to the meeting.
- Confirm the applicable per-person limit.
- Determine whether any additional approval is required.
- Select an allowable payment method.
- Retain documentation that supports the business purpose and expense.
When submitting the expense, follow the Required Documentation & Receipts guidance for attendee information, receipts, business purpose, per-person calculations, and approvals.
Frequency guidelines
BUS-79 limits how frequently meals and light refreshments may be provided to a group, see the chart below. These frequency guidelines do not independently make an expense allowable. Each event must still meet the applicable business-purpose and allowability requirements.
Meals or light refreshments may be provided to non-employee students on a more frequent basis when appropriate under BUS-79. Certain on-the-job meals may also be provided more frequently when employees are required to remain at their workstations during a normal mealtime.
| Expense | General frequency guideline |
|---|---|
| Meals | No more than once per month or 12 times per year, per group |
| Light refreshments | No more than twice per month, per group |
| Multi-day meeting | Counted as one event for frequency purposes |
Paying for meeting expenses
Allowable business meals and eligible business-meeting catering expenses may be paid with a T&E Card. A PCard may not be used for business meals or business-meeting rental/catering expenses.
A T&E Card or purchase order (PO) may be used for eligible business-meeting rental or catering expenses, subject to applicable requirements. All contracts and venue agreements must be reviewed by Procurement Services before a commitment is made.
- Events exceeding $5,000 or requiring a contract must be purchased through a PO.
- For events below $5,000, any contract documentation must still be reviewed and approved by Procurement Services before purchase.
Review the Payment Card & Restricted Items Matrix before paying for food, catering, venue rental, or related event costs.
Special meeting situations
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Recurring meetings
Do not treat recurring food as an ordinary operating cost. Apply the frequency guidelines, document the business need for each occasion, and consider lower-cost alternatives that would be equally effective.
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Programmatic activities
Food or refreshments may be necessary to deliver a program or support participating students, guests, volunteers, or community members. The expense must support a sufficient business purpose and comply with program and funding-source requirements.
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Business meetings while traveling
A business meal with guests while an employee is on travel status is governed by BUS-79, not solely by the travel meal rules. Document the business purpose, official host, attendees, and business affiliations.