FOOD AND HOSTING:
- Hosting expenses must be approved before being incurred. For all official visitors to the University this approval will be included on the Visitor Approval Form. Approval for all other hosting expenses shall be evidenced by a written request.
Restaurant Hosting: $15 Breakfast, $25 Lunch, $50 Supper
- In the case of a single visitor – a maximum of the guest and three university employees.
- In the case of a visitor accompanied by a spouse – a maximum of the guest and spouse of the guest, and two others, one of which may be the spouse of a University employee.
Examples where hosting is appropriate include:
- All official visitors to the University. Ordinarily no visitor shall be hosted at the University's expense on more than one occasion.
- Prospective faculty, staff and graduate students (up to two meals per day, for maximum of two days).
- Distinguished visiting lecturers.
- Workshops, retreats, seminars and business meetings involving University faculty and staff. Such occasions should occur infrequently, and not on a regular basis.
- Bottled water, coffee, tea and soft drink supplies required by the Unit head for hosting.
- Working luncheons when it is the only available time for essential meetings to occur. Such occasions should occur infrequently, and not on a regular basis.
- Receptions following public lectures funded by trust funds or sponsored donations. Discretion should be exercised on the determination of the total number of guests.
- Public receptions to recognize the contribution of a major benefactor. Discretion should be exercised to balance the number of guests and the size of the donation.
Examples where hosting is NOT appropriate include:
- Social functions – Christmas parties, retirement functions, sightseeing trips.
- Lunches and dinners attended solely by University employees and University employees hosting other University employees.
- Beverages and refreshments for the general use of faculty, staff and students.
- Activities involving students, where the number of faculty exceeds the number students.
- Activities involving spouses of faculty or staff, except when hosting prospective faculty who are accompanied by a spouse.
- University employees hosting other University employees.
- Regular department or faculty, staff meetings attended solely by employees.