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• Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3)
• Hosting a Conference at UO | Business Affairs (uoregon.edu)
• FAQ Non-Travel Meals, Refreshments, and Hospitality Expenses

Hosting Prospective Employees (See Section 2.3 Employee Recruitment Expenses)

Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3): An employee may, in the course of employment, serve as a host for a prospective university employees brought to campus for interviews and other related recruitment events. This type of hosting is now covered under Employee Recruitment Expenses. Section 2.3.

Hosting Groups and Guests (at least one non-employee present)

Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3): An employee may, in the course of employment, serve as a host for an official (non-employee) guest of the institution (who may be accompanied by family member(s) see section 3.2.3.1.2) or for a non-employee group by paying for expenses such as meals, refreshments and transportation when a clear benefit to the university is documented and institutional approval processes are followed. 

Actual meal, refreshment and travel costs will be paid with documented itemized receipts. Expenses that appear lavish or extravagant will receive additional scrutiny and potential management interventions.  See section 3.2.6.1. 

Official guests of the institution include but are not limited to visiting scientists, dignitaries, guest speakers, advisory board members, current or prospective students, prospective student athletes within appropriate athletic association guidelines, and donors of time, services, information, funds, or property. Hosted guests must be non-employees (see Section 3.2.1.2). The documentation for such charges must indicate the following (see Section 3.2.6.4):

• who - names of individuals attending
• what - what is being paid
• when - date(s) and time
• where - location of event
• why - business purpose of the event
• Approval - name of the authorized departmental person who approved the purchase

Meals and Refreshments (See Section 3.2):

Receipts for hosted refreshments or meals must be itemized and gratuities are generally limited to 20%. Alcoholic Beverages and tips for alcoholic Beverages are NOT ALLOWED.  Actual and reasonable cost will be paid with Itemized Receipt. Expenses that appear lavish or extravagant will receive additional scrutiny and potential management intervention.  For Meals and Refreshments use account code 28612, Hosting Groups and Guests or 28613, Public Relations/Fund Raising.  (Click on account code for more detail on which account code to use for food expenses related to hosting).  If paying for a Direct Billed Catering food related invoice use account code 24599.

Lodging or Transportation (Direct Billed to a UO department) for a guest:

Taxi and shuttle expenses, for guests, require the use of account code 35140 (Hosting) Domestic All Ground Transportation.   Lodging expenses, for guests, use account code 35110 (Hosting) Domestic Lodging. Note: All travelers who have turned in receipts for reimbursement must be reimbursed to the traveler through Concur.  If a UO department has arranged to have transportation or lodging expenses direct billed to the department, or a UO employee has paid for a taxi for a guest to the UO and the UO employee needs to be reimbursed for the taxi, the direct billed invoice or UO employee reimbursement for the guest are paid through Banner and coded to 35140 (Hosting) Domestic All Ground Transportation or 35110 (Hosting) Domestic Lodging in Banner.

Grant related meals - Sponsored Project Services: 

See required form for refreshments/meals served at meetings charged to Sponsored Projects.

Refreshments Served at Employee Meetings

Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3).  Expenditures for refreshments, snacks, and non-alcoholic beverages may be purchased for business, instructional or other appropriate employee meetings and events involving UO employees and student employees.

The following are considered refreshments: 

• Beverages such as coffee, tea, bottled water, juice, soda.
• Food items such as fruit, cookies, pastries, chips, etc. are also considered refreshments when not served as part of a meal.
• Pizza is considered a refreshment (for purposes of these procedures).

Hosting an official guest (see section 3.2.3.1.1 and 3.2.4.1.2):

• When an employee is hosting a non-employee guest of the UO. (See Hosting Groups and Guests)

Unit or staff retreat (see section 3.2.1.4):

• Written agenda
• Clear business purpose.
• List of attendees with departmental affiliation.
• (Generally) held away from usual work location.

Business Meeting Refreshments (see Section 3.2.1.4):

• meeting must last 2 or more hours (see Section 3.2.4.1.5)
• Written agenda
• Clear business purpose.
• held irregularly

Regularly Scheduled Departmental Meetings Refreshments (see Section 3.2.4.2.1):

• for weekly or monthly staff meetings, refreshments are not normally appropriate
• University funds cannot be used.  If there are special circumstances, they should be clearly documented.

Documentation for refreshments served to employees must indicate the following:

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

See also Meals Served at Employee Meetings; Catering; and Alcoholic Beverages.  Use account code 28611 Refreshments & Food - Departmental.   Required form for refreshments/meals served at meetings charged to Sponsored Projects.

Meals Served at Employee Meetings

Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3).  Meal charges may be paid when an employee meeting is called for a specific business purpose. 

Hosting an official guest (see section 3.2.3.1.1 and 3.2.4.1.2):

• When an employee is hosting a non-employee guest of the UO. (See Hosting Groups and Guests)

Working meal (see section 3.2.1.6 and 3.2.4.1.3):

• Attendance must be required.
• Business must be actively conducted during the meal period, as documented in the meeting agenda.

Unit or staff retreat (see section 3.2.1.4 and 3.2.4.1.3):

• Written agenda
• Clear business purpose.
• List of attendees with departmental affiliation.
• (Generally) held away from usual work location.

Regularly Scheduled Departmental Meetings (see section 3.2.4.2.1):

• University funds cannot be used.

Overtime Meals (see section 3.2.4.1.4)

• Meal provided on the work site during an overtime period for the convenience of the university and must be paid as required to comply with the union contract and BOLI Laws. See Overtime meals for classified staff (https://ba.uoregon.edu/content/hosting-refreshments-alcohol#overtime-meals-for-classified-staff)

Documentation for meals served to employees must indicate the following:

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

See also Refreshments served at Meetings; Catering and Alcoholic Beverages.  Use account code 28611 Refreshments & Food - Departmental.   Required form for refreshments/meals served at meetings charged to Sponsored Projects.

Meals for Employees on One Day Trips

Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3).  See chart under Section 3.2.1.6. for account code usage. Meal charges may be paid when a meeting is called for a specific purpose and the meal is included as part of the business meetings formal agenda--when an employee is on a One Day Trip. Examples include meals served at a convention, conference or training session. In such situations, the meals full cost is paid when it is outside the employees control. When the employee can order from a menu and control the cost, reimbursement is limited to the in-state meal per diem rates for travelers.

See the Travel Policy under Meals and Incidental Expenses, section [5], Meals on One-Day Trips for further information. Meals on one day trips are processed different ways.  See Meals and Incidental Expenses, section [5] for guidance.

Use account code 28611 Refreshments & Food when reimbursing an employee, 28601 Conference Registration Fees (when paying for meals that are part of the convention, conference, or workshop registration).  Overtime Meal Allowance (if a meal on a one day trip is an overtime meal see Meals and Incidental Expenses, section [5]).  See also Overtime meals for classified staff.

Refreshments Served at Student Meetings

Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3).  Expenditures for refreshments, snacks, and non-alcoholic beverages may be purchased for appropriate student meetings and events involving students. See sections 3.2.1.2 and 3.2.3.1.5 and section 3.2.5.1.4.

The following are considered refreshments (see section 3.2.1.9): 

• Beverages such as coffee, tea, bottled water, juice, soda.
• Food items such as fruit, cookies, pastries, chips, etc. are also considered refreshments when not served as part of a meal.
• Pizza is considered a refreshment (for purposes of these procedures).

The following information must be included in documentation ( see section 3.2.6.3):

• 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,

Allowable—University funds can pay for refreshments served at the following student business-related group functions:

• Irregularly scheduled student meetings . . . student government or other student group meeting.  Section 3.2.3.1.5. 
• Student orientation, Section 3.2.3.1.5.
• Official graduation recognition, Section 3.2.3.1.5.
• Volunteer appreciation, Section 3.2.3.1.5.
• Student and other focus groups (includes student affinity groups) Section 3.2.3.1.5.
• Recognition for specific accomplishment. Section 3.2.3.1.5.
• Prospective students (recruitment) Sections 3.2.1.2 and 3.2.3.1.5,
• Prospective student athletes within appropriate athletic association. Section 3.2.1.2 
• Other similar official events which involve non-employees. Section 3.2.1.2
• Student events funded by Agency Funds,
• University-sponsored conference refreshment. Section 3.2.1.3 and 3.2.3.1.5
• Instructional Program where the participant is charged a fee. See Section 3.2.5.1.3.
• The event is funded by student incidental fees, authorized by the institutions student association, and is for the benefit of student group events.  Section 3.2.5.1.4
• The event or activity is approved in a specific grant or contract (that allows for refreshments). Section 3.2.5.1.5.
• The activity is part of athletic travel, or during declared competitive season, and cost is allowed per appropriate athletic association guidelines. Section 3.2.5.1.6.
• Training sessions (business related) refreshments, See Section 3.2.1.3.
• Workshops (business related) refreshments, See Section 3.2.1.3 and 3.2.3.1.5.
• Departmental staff retreats (business related) refreshments, For student employees. See Sections 3.2.1.4 and 3.2.4.1.3.

Not Allowable—University funds cannot pay for refreshments served at the following student functions:

• Regularly scheduled meetings . . . student government or other student group meeting. (See chart under Section 3.2.5.8.).  Providing refreshments at a weekly or monthly meeting is not normally appropriate.  Section 3.2.2.3.4 and 3.2.4.4.3.  (If there are special circumstances (rare), they should be clearly documented. The documentation for such charges must indicate the following (see section 3.2.6.4):
• 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,
• Approval - name of the authorized departmental person who approved the purchase.
• Entertainment, including amusement, diversion, and social activities and any costs directly associated with such (meals, tickets to shows, sports events, transportation, lodging, prizes/gifts) cannot be paid with university funds, See Section 3.2.5.1 for allowable exceptions.
• Items for . . . student personal use, such as break time coffee, tea, soda, snacks. 
• External social (non-business) activities, Section 3.2.5.2.1.1.
• Departmental social activities such as celebrating holidays, birthdays, etc. Section 3.2.5.2.1.2
• For-credit class refreshments . . ., Section 3.2.5.2.1.3.

All expenses that do not meet this policy are considered unallowable and must be paid with personal funds or directly through the UO Foundation (if allowed by its policy). Section 3.2..2.6

See also Meals Served at Student Meetings and UO Catering.  Use account code 28613 - Public Relations/Fund Raising.   Required form for refreshments/meals served at meetings charged to Sponsored Projects.

Meals Served at Student Meetings

Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3).  Expenditures for meals and non-alcoholic beverages may be purchased for appropriate student meetings and events involving students. Section 3.1.4.3.  The following information must be included in documentation:

• 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.

Allowable—University funds can pay for meals served at the following student business-related group functions:

• Student orientation, Section 3.2.3.1.5.
• Official graduation recognition, Section 3.2.3.1.5.
• Volunteer appreciation, Section 3.2.3.1.5.
• Student and other focus groups Section 3.2.3.1.5.
• Recognition for specific accomplishment, Section 3.2.3.1.5.
• Appreciation events for students, Section 3.2.3.1.5.
• Prospective students (recruitment) Sections 3.2.1.2 and 3.2.3.1.5,
• Prospective student athletes within appropriate athletic association. Section 3.2.1.2 
• Similar official events which involve non-employees. Section 3.2.1.2
• Student events funded by Agency Funds 
• University-sponsored conference refreshment and meals. Section 3.2.1.3 and 3.2.3.1.5
• Instructional Program where the participant is charged a fee. See Section 3.2.5.1.3.
• The event is funded by student incidental fees (Does not include Meals for student groups.) Section 3.2.5.1.4
• The event or activity is approved in a specific grant or contract (that allows for meals). Section 3.2.5.1.5.
• The activity is part of athletic travel, or during declared competitive season, and cost is allowed per appropriate athletic association guidelines. Section 3.2.5.1.6.
• Training sessions (business related) meals, See Section 3.2.1.3.
• Workshops (business related) meals, See Section 3.2.1.3 and 3.2.3.1.5.
• Departmental staff retreats (business related) meals, for student employees. See Sections 3.2.1.4 and 3.2.4.1.3.

Not Allowable—University funds cannot pay for meals served at the following student functions:

• Regularly scheduled meetings . . .Section 3.2.4.2.1
• Student group meetings. (See Section 3.2.3.1.5.). 
• Entertainment, including amusement, diversion, and social activities and any costs directly associated with such (meals, tickets to shows, sports events, transportation, lodging, prizes/gifts) cannot be paid with university funds, See Section 3.2.5.1 for allowable exceptions.
• Items for . . . student personal use, such as break time coffee, tea, soda, snacks. 
• External social (non-business) activities, Section 3.2.5.2.1.1.
• Departmental social activities such as celebrating holidays, birthdays, etc. Section 3.2.5.2.1.2
• For-credit class meals Section 3.2.5.2.1.3 (except as indicated in Section 3.2.5.1).

All expenses that do not meet this policy are considered unallowable and must be paid with personal funds or directly through the UO Foundation (if allowed by its policy). Section 3.1.4.1.

See also Meals Served at Student Meetings and UO Catering.  Use account code 28613 - Public Relations/Fund Raising.   Required form for refreshments/meals served at meetings charged to Sponsored Projects.

Catering

Catering Services on Campus (UO policy IV.09.01) (Revised as of 8/2/2018).  University Housing is the authorized caterer for events scheduled in University campus facilities.  Only the Housing Department's Catering Services 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. (All off-campus caterers must operate in compliance with local health department regulations and be able to provide proof of a valid business license for the specific operation and a certificate of liability insurance).

A University Catering Waiver Form must be sumbitted 15 days prior to the event date for any organization seeking permission to have an outside catering firm cater an event.

For catering invoices that have been Direct Billed to the department there is no catering account code, use account code 24599 for catering services.

Note: An exception is allowed for food and beverages for the consumption of department affiliated individuals only and not intended to be served or sold to the general public or greater campus community.

UO Catering FAQ's

Conference and Workshop Expenses

Purchasing and Accounts Payable (UO Fiscal Policy Manual 70.400) 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 Conference Meals, 28604 Conference Refreshments, 28605 Conference Events, or 28610 Entertainment.

See: Hosting a Conference at the UO for more information.

See: University Catering.

Alcoholic Beverages

University Fiscal Policy (Section 3). Non-Travel Meals, Refreshments, and Hospitality Expenses

Generally institution funds may not be expended to purchase alcoholic beverages. Likewise, tips, fees or any expense directly related to the serving of alcoholic beverages may not be expended either. 

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. An appropriate fund is one that can receive revenue from outside the University of Oregon 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.

Note:  Once a department transfers UO Foundation funds to the University of Oregon, they become university funds and cannot be used for alcohol.  Please be sure to pay all alcohol and alcohol related expenses such as bar tender services, tips, and supplies (that were not collected through participant fees as stated above) with non-UO funds.  Also, vending funds may not be used to purchases Alcohol.

Request for Permission to Serve Alcoholic Beverages (Enterprise Risk Services - Office of Risk Management). Also, if an outside caterer is used be sure to complete the Catering Waiver Form for approval.

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.

Employee Morale-Building

UO Departments may use university funds for employee morale-building activities EXCEPT for Education and General Funds (BANNER Fund Type 11 beginning with 00 or 01) which are not allowed to be used for employee morale-building expenditures for the event. 

See - Awards-Employee Recognition regarding any cash, gift card or item given to an employee at an Employee Morale-Building Event - there is no fund restriction on the actual Award itself).  Guidelines are intended to communicate the types and amounts of university funds allowed for expenses incurred by a UO Department for employee morale-building activities while remaining fiscally responsible.

Expenditure Guidelines

UO policy statement 06.00.08 (formerly 9.0) Repealed after 6/7/2018

Note: The Expenditure Guideline was a policy that was published on the UO Policy Page.  On 6/7/2018 it was posted that it was under review.  It has since then been repealed.

On the University of Oregon Policy Library site, it is stated that it was repealed because "pertinent concepts have been incorporated into new UO Fiscal Policy and supporting procedures."

Basically the Expenditure Guideline stated: 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. This has now been replaced with University Fiscal Policy Section 3.a.ii.

See University Fiscal Policy Section 3.a and University of Oregon Departmental Fiscal Procedures Section 3.1 General Considerations.

Retirement

• Awards-Employee Recognition
• Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3).
• Operating Guidelines for Employee Recognition Awards - includes a flow Chart for determining taxability (Effective 6/4/2019)

Meals and Refreshments

• The university may pay for or reimburse costs for meals or light refreshments associated with an official university business purpose such a gathering to honor a departing employee who is retiring or who is separating from employment with the university after at least 5 years of service.
• UO Departments may use university funds for employee morale-building activities (such as retirement) EXCEPT for Education and General Funds (BANNER Fund Type 11 beginning with 00 or 01) which are not allowed to be used for employee morale-building expenditures for the food and event.

Cash or Cash Equivalent (i.e., gift cards, gifts certificates, vacations, meals, lodging, theater/sporting event tickets, stocks or similar)

• Employee retirement awards in excess of $50 will be reported as taxable income to the recipient. The total value of the award will be reported to the university payroll office for inclusion in the recipient’s W-2 taxable income.

Non-cash awards (Tangible Personal Property or gift items)

• For items whose value is in excess of $400 in value, the value of the award in excess of $400 will be reported to the university payroll office for inclusion in the recipient’s W-2 taxable income).

Misc.:

• Taxability applies even if the cash, cash-equivalent, or non-cash (items/tangible personal property) are purchased directly or indirectly with University or University of Oregon Foundation funds.
• An award should be presented in a public or meaningful ceremony (retirement reception, luncheon, special department meeting, etc.)
• Flowers/plants presented as employee awards are not tangible personal property and are, therefore, not taxable in any circumstance.

Tips/Gratuities

When hosting groups or guests:

• If the host can choose the amount of the tip/gratuity, then the tip/gratuity up to 20% of the charge is allowable.  (Note: The tip/gratuity is included in the travel meal per diem amount used as a reasonableness guideline).
• The 20% limit does not apply when the establishment adds a service charge for larger groups in lieu of gratuity.  When the amount of the gratuity or service charge is not within the control of the purchaser, the full amount of the tip/gratuity billed by the establishment is allowable.
• Note: Tips or fees for alcoholic beverage services are not reimbursable.   These costs must be separated and included with alcoholic beverage purchase (and paid from non-UO funds).

       See: Non-Travel Meals, Refreshments, and Hospitality Expenses (UO Departmental Fiscal Procedures Section 3) Replaces (UO Fiscal Policy Manual 56-100). Section 3.2.5.3

White Stag (Portland) Event Services

For specific catering and event guidelines for Academic Affairs and Event Services at the White Stag Block in Portland, Oregon, please see Event Services.

FAQ's (UO Catering Services)

Below are questions that frequently come up regarding the use of UO Catering Services: (This content will be updated as needed.  For current information please see University Catering).

• Is there a certain minimum number of people in which Catering Services will provide catered food?  If a department is having a business meeting and would like beverages and refreshments, catered (for example) for six employees, would Catering Services cater the refreshments?  Catering does not have minimums for refreshments.  Some of their buffets have a minimum of ten people but those minimums are noted on their menus.
• Does Catering Services cater for a working meal when a department is in need of (for example) a catered lunch for just four employees?  Catering Services can cater those events as a drop off and return for cleanup.
• Is there a certain minimum dollar value for catered orders?  At this time, Catering Service has no minimum orders. They will accommodate requests.
• If a department is having an employee (business) meeting and the department wants to buy (for example) pastries and/or coffee as refreshments from a local vendor for the business meeting, can the department buy the items for the business meeting or must they use Catering Services?  If they do buy pastries and/or coffee from a local vendor, must they fill out the University Catering Waiver form in order to go off campus to buy the food?  If the meeting is for an departmental employee staff meeting a Catering waiver is not required.
• What about for meals from off campus vendors?  Departments often times will go somewhere off campus and buy food to bring back to serve at an employee lunch meeting for a guest speaker or when interviewing a candidate.  Sometimes departments use such delivery services where the delivery company takes the food order; buys the food from a local vendor; and then delivers the food to the department.  Does the department need to obtain a University Catering Waiver for any of these kinds of meals when purchased from a vendor off campus and brought on campus?  If the meeting is an internal (departmental) meeting, a University Catering Waiver is not required.  If guests are invited from outside the department, a Catering waiver is required.
• Is the University Catering Waiver form for outside organizations who want Catering Services for an event scheduled on UO property or is this form required for all UO employee and non-employee events regardless?  The Catering waiver is required by all.
• Are student meeting refreshments and meals exempt from the UO Catering Policy and catering Services?  Do departments need to complete a University Catering Waiver form to have pizza or other food venues deliver outside food to campus locations for students?  A University Catering Waiver will need to be completed.

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