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Reimbursable Occasions

The cost of light refreshments or meals is reimbursable under the following conditions:

1. Administrative meetings, provided the meeting is directly related to the welfare of UCD and the meal is an integral and scheduled part of the meeting, such as a working lunch.
   Note: When two or more employees choose to dine together in order to continue business, or when a meeting can be scheduled during regular working hours, reimbursement for the meal is not allowed.
2. Student-oriented meetings between faculty/administrators and students.
3. Meetings of a learned society or organization.
4. Official guest(s) including:
   • Visitors from other universities
   • Members of the community
   • Employees visiting from another work location
   • Prospective appointees or students
   • Prospective candidates for positions requiring specialized training or specialized professional, technical, or administrative experience.
5. Prospective donor events held to generate the goodwill of prospective UCD donors.
6. Receptions held in conjunction with:
   • Conferences (receptions that are not included in the registration fee)
   • Meetings of a learned society or organization
   • Fund-raising events
   • Student organization/group meetings
   • Employee recognition
   • Length-of-service awards or retirement presentations
   • Student events, including commencement exercises

   Note: Employee birthdays, weddings, anniversaries, or farewell gatherings (excluding celebrations for retirement or for employees separating from University employment with at least 5 years of service) are not considered official entertainment.

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