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Campus Administrative Training Series / Bloomington Financial and Administrative Resource Page
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Hospitality Expenses

Activity: Hospitality Expenses
Financial Policy: FIN-ACC-I-50, Allowable Hospitality Expenses
Related Policies: FIN-ACC-I-70, Payments for Memberships in Social Organizations
FIN-ACC-I-80, Donations and Contributions to Other Entities
FIN-ACC-I-330, Inappropriate Use of University Funds
FIN-ACC-I-420, Disbursement Voucher Supporting Documentation
FIN-ACC-I-430, Reimbursement of Meals for Emergency Situations
FIN-LT-01, Licensing and Trademark Policy
Additional Forms: Bloomington Campus Hospitality Request Form
Temporary Food Service Application for External Events

Things to Know:

Promotional items: Hospitality should be budgeted as a separate line item

Object Codes:
      - 4025 Hospitality
      - 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

Unallowable hospitality incurred in connection with a conference/workshop:

IMPORTANT TIPS:
>> Please double check your receipts to make sure alcohol is not being claimed. When entertaining at restaurants you may want to ask for separate receipts for alcohol so you can send those to the IU Foundation.
>> Paying Musical performers (individuals or groups) it's not hospitality, please do not use object code 4025 you should be using 4519, we need to be sure we are capturing this object code due to taxable income for the performers.

  • Create and attach IUF Check Request payment or reimbursement with original receipts
  • Create a DV associated with the account that received the income for the activity
  • Use object code 4026 on the DV and the reason "reimbursement for out of pocket expenses"
  • DV will be used to transfer a portion of the revenue to the IU Foundation to cover only the unallowable expense
  • Once the DV is complete, print the document, attach the receipt(s) to the form that needs campus budget office approval
  • Complete the transfer approval form, attach all receipts and a copy of the DV together
  • Electronically send the DV on for appropriate routing
  • Send documents to Rozzie Gerstman, Bryan Hall 007 for further review

Mandatory Reporting Under HLOGA

HLOGA stands for "Honest Leadership and Open Government Act" of 2007. Please see the policy FIN-ACC-I-50, Allowable Hospitality Expenses for the items that are NOT allowable expenses under HLOGA and for procedures.

IUB Policy for Temporary Food Service Events
Contacts:

BL - Rozzie Gerstman 5-1123
UA - Joan Hagen 6-2548