Business Meeting and Entertainment Required Practice

Business Meeting and Business Entertainment expenses that include food and/or drinks are to be done so with heavy scrutiny.   Food and drinks may only be accompanied when 1. It is necessary to further the Division and University missions, 2. When it is a professional courtesy for fostering partnerships/relationships, or 3. When the event is funded by a grant/sponsored project where food/drink is an allowable expense under the grant terms and budget and/or the business meeting or event is with a grant stakeholder/sponsor and will further the mission of the grant purpose.

Any food and/or drinks purchased for an activity hosted by any ALVSCE unit must have a clear, detailed justification as to why it was a necessary purchase and how the food and/or drinks furthered the official university business activities.

When purchasing food or drinks as part of an official business activity, make sure to reference the ALVSCE Food and Alcohol Guidelines. 

Units should avoid paying unnecessary catering or delivery charges for light snacks and beverages by picking up in-person ahead of time.  Business offices should consider completing a cost analysis to determine whether necessary items for an event could be purchased for a lower cost at a grocery store rather than ordering from a restaurant establishment when possible.

Allowable activities:

• Meals or snacks for workshops/conferences/events hosted by a unit within the Division
  • This includes business meetings with students and/or events that benefit students or support student engagement
• Lunch or dinner for a faculty interview candidate or seminar speaker
  • Attendees should be limited to relevant and necessary U of A faculty and staff. Each person should have a credible business purpose for attending.
• Meals with prospective/current donors or external partners to further support mission delivery
• Refreshments for mandatory unit-wide meetings or Division-wide retreats
  • Note: this does not include holiday functions or non-business-related unit or department gatherings
• Office water
• Office tea/coffee for those who frequently meet with external partners

Prohibited activities:

• Purchase of food for routine staff, department or lab meetings that are not related to sponsored activities
  • If purchase of food or drink for a sponsored activity is permitted within the award budget, this must be clearly stated in the transaction’s business purpose
• Impromptu lunch or dinner meetings with other U of A colleagues where an office meeting or phone call would be sufficient for carrying out business
• Food purchases for staff/faculty/students when required work falls during a regularly scheduled mealtime
• Use of university funds to pay for meals of spouses or family members of U of A faculty/staff/students, unless they are also U of A employees and are directly tied to the specific event/meeting
  • In the event a spouse or family member is in attendance, their costs must be paid for separately when using a PCard or must be excluded from an expense report if requesting reimbursement.
• Alcohol may never be purchased on university funds. Purchases on gift funds must be pre-approved by the unit leader and follow the ALVSCE Food and Alcohol Guidelines.

In accordance with University Financial Services requirements, business meeting and entertainment expenses must be accompanied by their respective required paperwork, along with a comprehensive business purpose.  

• Business Meeting – must include list of attendees, copy of meeting agenda and items covered, location of where meeting took place.
• Business Entertainment – flyer for the event and description of how it benefits the mission of the University.