| View file | ||
|---|---|---|
|
Here is a link to the new form the admins can fill out: Pre-Approval Form
CLAS Meal Guidance Information
When to use what payment method?
• Travel Card: used for meals during travel (when not claiming per‐diem); for meals eaten off campus for business purposes (alcohol is not allowable)
• Pro‐Card: for delivery on campus or take‐out picked up from and consumed on campus.
• University Catering: if unit is hosting an event being catered by University Catering
o This will direct bill within KFS through a service billing edoc
• Out of Pocket:
o When a business meal is taking place off campus (e.g., at a restaurant) and an individual pays out of pocket to be reimbursed later
o If an individual is picking up supplies for a meal/event and does not have a Pro‐Card (e.g., grocery store purchase)
• Purchase Order: when paying a supplier directly through HuskyBuy as a purchase order is required by supplier to provide catering for an event
o For example, a food truck catering should be processed on a requisition
• Foundation: Alcohol (Foundation is the only payment method that can reimburse alcohol expenses), Foundation‐related events (donor)
What is considered excessive/frequent?
• Food events should not be frequent in nature
o Monthly events with food expenditures are allowable within reason
o If an event is being held weekly, and food is deemed necessary, the cost should be limited
e.g., light refreshments and snacks
Business meetings should be at minimum 2 hours long to include food
• Food should not be provided consistently for courses to students
• All business meals should follow the GSA per‐diem guidelines, this includes taxes and tips
When is a form required?
University Funds
• Events consisting of all faculty/staff regardless of payment type (ex. catering, Pro‐Card, etc.) requires review/pre‐approval from CLAS Shared Services Business Center
• Other instances when a form would be required:
o Any event that may be reoccurring in some fashion (weekly, monthly, etc.) requires review/pre‐approval from the Business Center
All dates for the reoccurring event can be combined in one meal pre‐approval
o If the event is larger in nature (end of year wrap‐up/graduate orientation, etc.), this should be reviewed/pre‐approved by the Business Center.
o If family members or personal guests are in attendance.
• Additional information:
o All University events should have a business purpose and should not be social in nature
o If you are unsure if a meal pre‐approval is required, you can send to the Business Center for review and guidance via bsc@uconn.edu.
o Example of instances when we do not need a pre‐approval would be standard meal with a guest speaker, prospective faculty job candidate, etc.
Foundation Funds
• Instances when a pre-approval form should be reviewed/pre-approved by the Business Center:
o Any event that may be reoccurring in some fashion (weekly, monthly, etc.)
o If the event is larger in nature or outside of normal day-to-day business activity
o If family members or personal guests are in attendance.
• When reimbursing faculty/staff for alcohol they should be added as a vendor and paid directly through an RFD within PaperSave.
• When paying University Catering for alcohol both the itemized invoice and the KFS invoice for alcohol must be attached and paid directly through a RFD within PaperSave.