Original Issuance Date: October 2015
Last Revision Date: June 12, 2025
Effective Date: July 1, 2025
1. Policy Purpose
The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW business meals and events.
2. Responsible UW System Officer
Senior Associate Vice President for Finance
3. Scope and Institutional Responsibilities
This policy applies to all UW Institutions. They may not tailor the policy to their institutions.
4. Background
Costs associated with UW business meals and events, may generally be reimbursed or paid if they are actual, reasonable and necessary. The use of University funds requires documentation of a clear business purpose.
5. Definitions
Pay / Payment: An amount of money paid in full or in part by the University.
Reimbursement: Payment from the University for expenses personally incurred and paid for.
Business Purpose: Purpose that supports or advances the goals, objectives, and mission of the University.
6. Policy Statement
A. Business Meals and Events
University funds may be used to pay for meals and refreshments when supported by a UW business purpose. Business meals and events may have a social element but are primarily business in nature. Common examples of payable/reimbursable business meals or events include:
- Dinner with faculty members and a distinguished speaker after the speaker’s event.
- Lunch with an interview candidate and the interview committee.
- Refreshments/meals served during a UW-sponsored conference.
B. Business Meal and Event Rates
Effective July 1, 2025, payment/reimbursement of business meals and refreshments using UW funding is limited to the following, per person, including tip:
| Type of Meal | Continental United States | All Other Locations (including international) |
|---|---|---|
| Breakfast | $28 | $35 |
| Lunch | $31 | $40 |
| Dinner | $46 | $60 |
| Refreshment Break | $14 | $20 |
C. Registration Fees
If a business meal or event attended primarily by non-UW employees is covered by participant registration fees, amounts exceeding the allowable per person limits and alcohol may be charged to UW funding. An accounting of the event registration fees collected and expenses incurred must be completed by the departmental event organizers and made available upon request. Registration fees for UW sponsored events attended primarily by UW employees may not include items which are not allowable per UW policy (e.g., alcohol).
D. Use of Gift Funds and/or Foundation Funds
Amounts exceeding the allowable per person limits may be charged to UW gift funds or to UW Foundation funds, if available. Alcohol may only be charged to UW Foundation funds. Payees must consult the UW Foundation affiliated with their campus to determine allowable limits for overages and alcohol.
E. Receptions
A reception is a gathering of individuals associated with a UW sponsored event that provides the opportunity for interaction in a setting that is not purely social in nature. Reasonable food and beverage costs, reception room cost, service charges and gratuity may be paid/reimbursed. When a reception is held instead of a meal, the reception costs must be within the meal maximums for the time of day the reception is held If a reception is held between meal periods, the maximum rate applies to the higher of the two meal limits.
F. Contracts
Event contracts must be signed according to Regent Policy 13-1, General Contract Approval, Signature Authority and Reporting regardless of the total estimated cost.
G. Meals/Refreshments for Business Meetings
Meal and refreshment break costs for a business meeting are only allowable if the business meeting meets one of the following criteria:
- The expense was necessary to conduct business (e.g., having attendees leave the meeting room would have an adverse effect on the continuity of the meeting)
- A mealtime speaker is scheduled
- Business is conducted during the meal
- Facilities were not available near the meeting location for the attendees to obtain meals/refreshments at their own cost.
H. Documentation Requirements
Payments for business meals and events must be supported by an itemized receipt, a business purpose/benefit (e.g., written description of meeting, agenda), and a list of attendees, including how each of the attendees is affiliated with the university.
7. Related Documents
SYS 312, Official Functions
SYS 820, Segregated University Fees
Regent Policy Document 13-1, General Contract Approval, Signature Authority, and Reporting
8. Policy History
Revision 5: June 12, 2025
Revision 4: January 23, 2023
Revision 3: November 11, 2022
Revision 2: June 30, 2022
Revision 1: August 2020
First approved: October 2015
9. Scheduled Review
July 2028