Business Services

Non-Travel Business Meals, Refreshment, and Hospitality Policy

(formerly known as Entertainment Policies)

SOU adopted the OUS Non-Travel Meals, Refreshments & Hospitality Expenses policy effective April 1, 2008.

SOU has modified this policy to allow the following to be used as a guideline for acceptable meal rates, when hosting official guests, not including the maximum allowable 15% gratuity.

$10.00 - Breakfast
$15.00 - Lunch
$30.00 - Dinner

The travel meal per diem rates apply to all other allowable employee meals under the new OUS policy.

Any exceptions to these amounts need to be approved by the appropriate Vice President before payment is made.

Payment for all entertainment-related expenses should be submitted on the Hosting Groups/Guests/Candidates form. Payment for all meals/refreshments at meetings should be submitted on the Meals or Refreshments at Meetings form.

If a personal reimbursement is made, the SOU reimbursement request form must also be submitted.  It is important that the correct account code is used on this request.

Hosted meals and refreshments may be hosting, public relations, or conference costs depending upon the purpose of the activity. Look to the following account codes for guidance.