The University will reimburse faculty and staff members (including their guests) for meal expenses which are incurred while conducting official University business. In order to comply with Internal Revenue Service regulations which require complete documentation of expenses, the following must be submitted with each reimbursement request:

1. Date and Place of meeting/activity.
2. The specific purpose of the meeting/activity. Please refrain from using general terms such as "University (or Department) business."
3. The names of individuals attending the meeting/activity.
   
   Individual names are not required if a group of more than ten people is involved, and can be identified as a single body. For non-University employees, also please provide the name of the company or institution the individual represents.
   
4. Original detailed receipts are required for all business meal expenses. Credit card receipts and/or copies of cancelled checks submitted without other supporting documentation will not be considered adequate unless they sufficiently detail the item(s) that were purchased.
   
   Photocopies of receipts will not be honored. If the meal was at the Quadrangle Club or another club which issues cafe receipts (also known as chits), attach the original receipts to the monthly statements.

Any request which does not contain the above four items may result in the payment being delayed.

When traveling our of town or on University Business, if business is conducted during a meal with individuals representing other business entities, these meals must be charged to the Business Meal sub account 30XX and not the travel sub account. In addition, the receipts for the meal(s), the names of the attendees, and the specific business purpose must be supplied for each business meal reimbursement.

Your cooperation in complying with the procedures outlined above will be greatly appreciated. Any questions related to this memo should be directed to Gia Kastelic, Associate Comptroller for Disbursements, at 702-1978.