Hosting Groups and Guests

OUS Fiscal Policy Manual FASOM 56.100 An employee may, in the course of employment, serve as a host for non-employee guests of the institution or for a non-employee group, paying for expenses such as meals, refreshments and transportation. Official guests of the institution might include recruitment candidates, visiting dignitaries, potential donors, or guest speakers and must be non-employees. The documentation for such charges must indicate the following:

  • business purpose,
  • name of the authorized departmental person who approved the purchase,
  • list of attendees,
  • date and location.

Receipts must be itemized and gratuities are generally limited to 15%. Alcoholic Beverages are NOT ALLOWED. Use account code 28612, Hosting Groups and Guests Required form for Sponsored Programs

Refreshments - Inter Departmental Meetings

OUS Fiscal Policy Manual FASOM 56.100 Expenditures for refreshments, snacks, and non-alcoholic beverages may be purchased for business, instructional or other appropriate meetings and events. Providing refreshments for a lengthy staff meeting on an irregular basis, such as once or twice per year may be appropriate. Providing refreshments at a weekly or monthly staff meeting is not normally appropriate. If there are special circumstances, they should be clearly documented. The documentation for such charges must indicate the following:

  • business purpose of the meeting,
  • name of the authorized departmental person who approved the purchase,
  • approximate number of people attending the meeting,
  • date and location of the meeting.

See also meals, catering and alcoholic beverages. Inter departmental means more than 1 department. Use account code 28611 Refreshments-Inter Departmental Meetings Required form for Sponsored Programs

Meals served at meetings

OUS Fiscal Policy Manual FASOM 56.100 Meal charges may be paid when an inter-departmental or inter-institutional meeting is called for a specific purpose and the meal is included as part of the meeting's formal agenda. Examples include meals served at a convention, conference or training session. In such situations, the meal's full cost is paid when it is outside the employee's control. When the employee can order from a menu and control the cost, reimbursement is limited to the in-state rates for travelers. Inter departmental means more than 1 department.

Catering

UO policy statement 4.00 Only the Housing Department may provide catering services for events scheduled in University campus facilities. For the purposes of this policy, catering is defined as the provision and service of food and/or beverages to any group or persons meeting anywhere on University property. Delivery to campus of food items to be used for refreshments is considered a service and would be subject to this policy.

Conference and Workshop Expenses

FASOM 13.01 C3 Expenditures may be made for housing fees, meals, refreshments during breaks, parties, special trips or tours, and other program expenses for selected self-supporting instructional programs when those expenses are recovered through participant fees. A participant fee may consist of a single, basic fee or fees that are separately identified and collected. Possible account codes 28603 thru 28605, Conference Meals, Refreshments & Events; 28610, Entertainment http://www.ous.edu/cont-div/fasom/sec2/sec0211i.htm

Alcoholic Beverages

OUS Fiscal Policy Manual FASOM 56.100 Generally institution funds may not be expended to purchase alcoholic beverages. Alcoholic beverages may be served at banquets and other special group activities conducted as part of a workshop only if full cost of such beverages is recovered through charges to the participants or sponsoring group. The institution is responsible for compliance with all laws and Oregon Liquor Control Commission regulations, including obtaining a one-day license for servicing beer and wine. Income and costs must be accounted for in the appropriate fund. Use account code 62011 (Alcoholic Beverages)An appropriate fund would be one that can receive revenue from outside the Oregon University System and may have expenses for hosting groups and guests. Auxiliary Enterprise funds, Institutional Operations funds (income/expense funds) and Agency funds would be appropriate. General Fund indexes would not be appropriate. Permission to serve alcohol on campus forms (VP for Finance and Administration Web Site) http://darkwing.uoregon.edu/~vpadmin/alcoholForms.htm

Overtime meals for classified staff

Collective Bargaining Agreement Article 25, Section 7 (E) The university/college shall provide a meal or reimbursement for each eligible employee who is required to work two (2) or more hours beyond the end of his/her work shift when such additional work causes the employee to miss his/her regular meal. Where the university/college elects to provide reimbursement, the employee will be reimbursed pursuant to the in-state rate established in Article 27, which is appropriate to the time of day the overtime was worked.

Expenditure Guidelines

UO policy statement 9.0

University of Oregon funds are defined as all funds available to the university received from internal and external sources, including funds held at the University of Oregon Foundation and excluding agency funds. When incurring expenses to be paid from University of Oregon Foundation funds, the University of Oregon Foundation is responsible for ensuring that expenditures of foundation funds do not violate donor intent. University employees must ensure that expenditures are in alignment with the university's priorities, mission, and the guidelines set forth in this policy.

Expenditures must be consistent with applicable policies unless specifically exempted by an external agency, grantee, or donor. Expenditures not otherwise disallowed, may be made within the scope of reasonable financial management, and may be reviewed on a case-by-case basis by individuals with appropriate approval authority.