Hospitality

 

Campuses


 

Bloomington


Transactions for hospitality require approval from the appropriate source:

  • University Budget Office for UA accounts
  • Bloomington Budget Office for BL accounts
  • Contract and Grants for C&G accounts

A copy of the approved Hospitality Request Form or e-mail must accompany the itemized receipt and bank statement to FMS. All hospitality purchases that do not have approval documentation attached will be sent to the cardholder asking them to obtain the appropriate approval or to contact the vendor to request their card be credited and make arrangements to pay with personal funds or through the Indiana University Foundation. If this becomes a recurring problem, the card will be cancelled.

The following is a list of hospitality object codes for your convenience:

  • Conferences & Workshops – use object code 4026 for hospitality
  • Auxiliary & Service Units – object code 4868 should be used for promotional expenses.
    Actual auxiliary hospitality expenses (non-promotional) – should be charged to object code 4025.
  • Designated Other Funds (23) Accounts Funded by External Sales – use object code 4868.
  • Grant, Contract and Gift Accounts – use object code 4027 for hospitality.
  • Student Activity Hospitality – code as appropriate; object code 4028 (Student Activity Fee Hospitality Expense) or the appropriate recruitment object code, etc. or contact your campus business office for assistance.

Please review the institutional policy governing hospitality expenses (see Allowable Hospitality Expenses Policy). A summary of key points is presented here for your guidance in preparing orders and documentation.

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East


p>A copy of the approved IUE Hospitality Expense Form (DOC) must accompany the itemized receipt and bank statement to FMS. All Hospitality Expense forms must be signed by the Account Manager and the Fiscal Officer. All hospitality purchases that do not have approval documentation attached will be sent to the cardholder asking them to obtain the appropriate approval. If this becomes a recurring problem, the card will be cancelled.

The following is a list of hospitality object codes for your convenience:

  • Conferences & Workshops - use object code 4026 for hospitality
  • Auxiliary & Service Units - object code 4868 should be used for promotional expenses. Actual auxiliary hospitality expenses (non-promotional) - should be charged to object code 4025.
  • Grant, Contract and Gift Accounts - use object code 4027 for hospitality.
  • Student Activity Hospitality - code as appropriate; object code 4028 (Student Activity Fee Hospitality Expense) or the appropriate recruitment object code, etc. or contact your campus business office for assistance.

Please review the institutional policy governing hospitality expenses (see Allowable Hospitality Expenses Policy). A summary of key points is presented here for your guidance in preparing orders and documentation.

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Indianapolis


Hospitality is allowed on the P-Card if the Fiscal Officer for that Responsibility Center (RC) pre-approves the expenditure. It should be noted not all Fiscal Officers allow hospitality on P-Cards in their RC. Always check for the guidelines in your RC first.

The Office of Financial Service’s Request for Payment/Reimbursement for Hospitality Form (PDF) is available online for your convenience.

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Kokomo


Hospitality is allowed on the P-Card only with the prior approval of a Fiscal Officer in the Office of Finance. To obtain this approval, complete the online Hospitality Form.

The person completing the form will receive a copy of it via email. This copy must be attached to the corresponding expense report along with the receipt documentation for audit review.

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Northwest


IUN Purchasing determines eligibility for hospitality on IUN Purchasing cards. Transactions for hospitality require approval prior to using the Purchasing card as mode of payment from the appropriate source, IUN Fiscal Affairs for Contract and Grant* and IUN accounts.

A copy of the approved Hospitality Request Form (PDF) must accompany the itemized receipt and bank statement to IUAP. All hospitality purchases that do not have approval documentation attached will be sent to the cardholder asking them to obtain the appropriate approval or to contact the vendor to request their card be credited and make arrangements to pay with personal funds or through the Indiana University Foundation. If this becomes a recurring problem, the card will be cancelled.

Please review the institutional policy governing hospitality expenses, Allowable Hospitality Expenses and the IUN Hospitality Procedures. A summary of key points is presented here for your guidance in preparing orders and documentation.

* Contract and Grant administration has final approval for all grant-related expenses.

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South Bend


Transactions for hospitality require approval from the appropriate source:

  • University and auxiliary accounts (Kathleen Pizaña)
  • Contract and Grants for C&G accounts (Erika Zynda)

A copy of the approval IUSB Hospitality Request Form (DOC) must accompany the itemized receipt and bank statement to FMS. All hospitality purchases that do not have approval documentation attached will be sent to the cardholder asking them to obtain the appropriate approval or to contact the vendor to request their card be credited and make arrangements to pay with personal funds or through the Indiana University Foundation. If this becomes a recurring problem, the card will be cancelled.

The following is a list of hospitality object codes for your convenience:

  • Conferences & Workshops – use object code 4026 for hospitality
  • Auxiliary & Service Units – object code 4868 should be used for promotional expenses.
  • Actual auxiliary hospitality expenses (non-promotional) – should be charged to object code 4025.
  • Designated Other Funds (23) Accounts Funded by External Sales – use object code 4868.
  • Grant, Contract and Gift Accounts – use object code 4027 for hospitality.
  • Student Activity Hospitality – code as appropriate; object code 4028 (Student Activity Fee Hospitality Expense) or the appropriate recruitment object code, etc. or contact your campus business office for assistance.

Please review the institutional policy governing hospitality expenses (see Allowable Hospitality Expenses Policy). A summary of key points is presented here for your guidance in preparing orders and documentation.

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Southeast

REQUEST FORMS:

BEFORE YOUR EVENT:

Campus and department funded events for general fund accounts must be approved by the Budget Committee during budget construction.  If your event was approved, you will receive a memo from Administrative Affairs detailing the amount and type of funding the event was approved for.  Each event will also be assigned a unique Event Approval Code, which you will need to have on file for future reference.

If a hospitality event comes up mid-year that was not approved during budget construction or is for a non-08 account, you will need to complete the Mid-Year Hospitality Request Form.  The form should be sent to Accounting Services at least two weeks prior to hosting the event for review and approval.  If the mid-year event is approved, you will receive an Event Approval Code that you will need to have on file for future reference.

AFTER YOUR EVENT:

An event must be approved through one of the channels listed above (budget construction or mid-year request) prior to processing payment.

When funds are spent for an event, there is important information we are required to collect per university hospitality policy.  Accounting Services has created two forms to collect the required data.  One of the two forms will need to be completed for ALL hospitality expenses billed to ANY university account.  Hospitality object codes include 4025, 4026, 4027, 4028, 4868, & 4869.  Please attach the appropriate form to financial documents (i.e. requisitions, internal billings, PCDOs, DVs) in the “Notes & Attachments” section and along with the supporting documentation uploaded to the DV & P-Card Upload Tools.  This will ensure a clean audit trail.

  1. Campus Funded Event Payment Request Form – This form should be sent to Accounting Services for payment processing and attached/uploaded to any documents related to campus funded hospitality events (i.e. FYS Social, Popcorn Fund, Candidate Recruitment Meals, etc.).  You will need to reference your Event Approval Code on the form if known. 
  2. Department Funded Event Hospitality Data Form – This form should be completed and attached/uploaded to any documents related to department funded hospitality events.  You will need to reference your Event Approval Code on the form.  Rhonda Embry (rhembry@ius.edu) will need an electronic copy of your form to attach to any Conference & Catering billings.  Rhonda will not process an internal billing until the completed form with your Event Approval Code is received.  Incomplete forms will not be accepted. 

For questions please contact: Southeast Accounting Services - Stephanie Seewer, sseewer@ius.edu, 812-941-2950.

Approved Catering from Panera Bread Company        

Panera Bread is an approved catering service for IU campuses*.  Please be aware of the following processes for creating a Panera account, for ordering, and for special services.  These steps are important for both Panera’s ordering and payment process and for making sure IU hospitality and procurement policies are followed.

You must have an established sub-account set up with Panera before you can order. (See Attachment)

To establish an account with Panera for your department:   

  • Email a request to set up a sub-account to both: Jacqui Brunetto at Jacqui.Brunetto@panerabread.com and Abbie Bossom at Abbie.Bossom@parerabread.com.
  • Jacqui or Abbie will provide you with a sub-account application that is to be partially completed by the department, including contact information, delivery address, and the names of those authorized to order from the department. 
  • If a person is not listed, they may not order.  It is the responsibility of the department contact person to keep that list current for Panera.  Updates to the list are emailed to Jacqui and Abbie and may take a day or two to process before the individual is added to the sub-account and approved to order.
  • Once you have completed the department information in the highlighted areas, email the form to Debbie Richards (drichard@iu.edu) for review and signature.  Debbie will forward the signed document to Panera Bread for the establishment of the account with a copy to the original department contact.

To Order using an IU account:

 First obtain hospitality approval for the catering.

Second, initiate a requisition for Panera Bread and attach the hospitality approval or code.

  • You may estimate the amount to be encumbered for Panera or use a “not to exceed” amount if you wish.  If required for budget reasons, you may wish to use Panerabread.com and click on “catering,” then “Browse Our Menu” to get pricing for your specific event.   If you need assistance with your Panera order, please contact Jacqui or Abbie for help. 
  •  In the description field on the “Items” tab, be sure to include the date of service, the delivery time and place and a departmental contact with phone number for the order as well as the order detail.  All of this information can go on a single line with the total cost of the order as unit cost.  It is not necessary to itemize the food order on separate lines. Make sure to include the quantity as part of the description rather than using the Quantity and Unit of Measure to the left of the description field: i.e.  Line 1: Choose ‘no quantity’ from the drop down menu and skip to the description and enter the order per the example below:

 Date of event: Feb. 28, 2017, Poplars room 403, Contact: Debbie Richards at 574.520.4580

3 The Italian Sandwich Boxed @ $11.19

2 Roasted Turkey, Apple & Cheddar @ $11.19

3 Mediterranean Veggie Boxed @ $9.19

2 Acai Berry Iced Tea – two half gallon @ $9.99 

Unit cost will be the total for all items plus delivery fee.

If ordering for two or more different occasions, a line should be used for each occasion. 

 Note:  Orders must be $50.00 or more to qualify for delivery on the IU corporate account.

 Third, route the requisition.  

  • Once approved by the Fiscal Officer or Delegate, the requisition will route to Purchasing for completion.  Before routing, please remember to add any notes you may require, including a note to the vendor on the vendor tab if you intend to call in the order once you have a PO number.
  •  The finished PO will be emailed by Purchasing to Jacqui and Abbie with a copy to the requisition initiator.  If you wish, once you have the Purchase Order number, you may call Jacquie or Abbie to place or confirm the order. 
  • If you plan to call the Panera location near your campus and place the order yourself, please include a note in “Notes to Vendor” in the Vendor tab that you are placing the order yourself.  You must have a PO number before calling the local café.  This is to avoid orders going directly to the café without a PO number assigned or an IU Foundation process in place. 

 Please call or email the IU Purchasing Hospitality team: Margie Santner, msantner@iu.edu  or Debbie Richards, drichard@iu.edu with any questions or special needs or circumstances so we can assist with getting the order in place.  We are glad to discuss specific needs and requirements for your department and to find workable solutions.

 Orders to be paid by IU Foundation 

The authorized individual(s) for the department may call or email Jacqui and Abbie with the IU Foundation order, indicating that no PO will be issued and that the invoice must be emailed directly to the designee to submit for payment to the Foundation.  Please allow Jacqui or Abbie to contact the café to place IU Foundation orders to keep the invoicing process clear for those orders.  Individual café locations do not send invoices, they are generated from a corporate location.

 Procurement Card Orders 

Hospitality requires prior authorization and can easily be accommodated using the Purchase Order process.  There should be only exceptional need to use a p-card for these orders.  Please contact Debbie Richards to discuss any special circumstances with regard to approval to use the procurement card for catering/hospitality.

 *Note:  Individual campus catering requirements apply. Established catering requirments remain unchanged for each campus with parameters set by each campus.

 

Please see the following sub-account form.  If you have not completed an application, please fill in the highlighted fields only.  You may have as many authorized users as needed and must list at least one (1) authorized user.   When completed, please forward to Debbie Richards (drichard@iu.edu) for signature.  Debbie will attach the form to an email to Jacqui and Abbie with a copy to the department contact person named on the form.

Panera Subaccount Info Sheet

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