| 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
https://apps4.indiana.edu/VPGA_Hospitality_V3_Online/
Temporary Food Service Application for External Events
https://protect.iu.edu/system/files/Temporary_Food_Service_Application.pdf |
|
Things to Know:
|
- Promotional items
http://www.indiana.edu/%7epurchase/contracts/promotional/promotional.shtml
- 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:
- 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 212 for further review
- IUB Policy for Temporary Food Service Events
http://ehs.iu.edu/docs/Policy-for-Food-Service-at-Temporary-Events-Open-to-the-Public.pdf
- Contacts:
BL - Rozzie Gerstman 5-1123
UA - Joan Hagen 6-2548
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