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Exceptional Expenses and Occasions

• Exceeding the Allowance - When entertainment expenses exceed the per-person maximum, you must explain why higher costs were unavoidable or necessary to achieve the business purpose of the entertainment. The fact that actual costs exceed the authorized rates is not in itself adequate justification for a higher reimbursement rate.
  
  
• Entertainment of Spouse - Expenses of the spouse (or equivalent) of a guest or the official host may be allowed, if the presence of the spouse serves a bona fide business purpose.
  
  
• Entertainment Venues - Reimbursement for tickets purchased to sporting events, concerts, or similar entertainment venues may be allowable on an exception basis only. More on ticket purchases »
  
  
• Employee Functions - Faculty and staff morale-boosting functions, such as picnics or holiday gatherings, may be allowable on an exception basis, provided it can be demonstrated that such functions serve a university business purpose.
  
  

Requesting an Exception
Requests for reimbursement of exceptional expenses must include written justification and be authorized at the appropriate level.

Written justification for exceeding the allowance should be included on the Request for Reimbursement for Exceptional Entertainment.

Other exceptions should be documented on the Request for Payment-Entertainment Expense.

Unallowable Expenses
The following occasions are not allowable entertainment expenses, even by exception:

• employee birthdays
• weddings
• anniversaries
• farewell gatherings (excluding celebrations for retirement or for employees separating from University employment with at least 5 years of service)
• Administrative Professionals' Day
• other non-university related occasions.