|Policy:||Hospitality Expenditures, FIN-ACC-50 (policy content changed on January 25, 2018 as well as title from Allowable Hospitality Expenses)|
IUB Standard Operating Procedures: Hospitality Policy (added May 16, 2018)
Service of Alcohol, FIN-INS-10
Payments for Memberships in Social Organizations, FIN-ACC-70
Donations and Contributions to Other Entities, FIN-ACC-80
Inappropriate Use of University Funds, FIN-ACC-330
Disbursement Voucher Supporting Documentation, FIN-ACC-420
Reimbursement of Meals for Emergency Situations, FIN-ACC-430
Licensing and Trademark, FIN-LT-01
|Forms:||BL Hospitality Request Form - Online|
Temporary Food Service Application (TEFSA)
|Things to Know:||Object Codes:|
4026 Conferences and Workshops when a registration fee is charged
4027 Contract and Grant hospitality expenses
4028 Student Activity Fee hospitality expenses
4868 Promotional Items
For Promotional Items: Hospitality should be budgeted as a separate line item.
For Events Open to the Public: See Temporary Event Food Service Program (Protect IU's Environmental, Health and Safety (EHS)."
See list of Pre-approved Alcohol and/or Food Vendors from INLOCC.
Keep your receipts!
When entertaining at restaurants you may want to ask for separate receipts for alcohol.
Paying musical performers (individuals or groups) it's NOT hospitality. Please use object code 4519, do not use object code 4025. We need to make sure 4519 is used to capture this expense due to taxable income for the performers.
Mandatory reporting under HLOGA:
HLOGA stands for "Honest Leadership and Open Government Act" of 2007. Please see policy "Hospitality Expenditures, FIN-ACC-50" for HLOGA information and procedures.
When inviting a government official, please enter a request for approval through Government Guest Request on MyFi (aka as "MyFinances" a Budgetary Administration & Operations Sharepoint system). You will receive a notification indicating whether your guest is a covered employee and therefore expenses will need to be treated differently or if you are free to plan and pay as you wish.
Related workshop presentation: Hospitality and Alcohol Workshop - Federal/State Guests (June 27, 2016)
For questions, please contact Joan Hagen (UA) 856-2548, email firstname.lastname@example.org.