The following regulations are issued to provide uniform maximum reimbursement guidelines for the specific kinds of non-travel business expenses included herein. Reimbursements made under this regulation must be supported by a proper receipt, invoice, or signed statement and must be in conformance with all applicable statutes or contracts.

1. Meals at Headquarters
   University employees attending meetings at their official headquarters location and involving only personnel from that location, and having meals in conjunction with those meetings, are normally not entitled to reimbursement for such meals. However, employees may be reimbursed for meal expense, including lunch, incurred at their headquarters location if the following conditions are met:
   
   

1. The meeting or conference is also attended by non-state employees or state employees from locales outside of the employee’s official headquarters, and

2. The meeting or conference is a “work” session rather than a “social” event.



If these two conditions are met, reimbursement of meal expense for the employee(s) at headquarters location, as well as for other persons attending the meeting, is permitted in reasonable and proper amounts. As a guideline, a meal cost up to 50% in excess of the maximum per meal allowance provided in the travel regulations will be considered reasonable [i.e., dinner $17.00 plus $8.50 or $25.50 total]. Such meeting expenses should be charged to Contractual Services.

On-Campus Meals-University meal coupons are to be used for meals purchased at the Holmes Student Center and may be obtained from Vice Presidents and Deans. The coupons must have complete information as to purpose, name of school, agency or firm represented, names of individuals attending, and the department name and number to be charged. (See Procedure 4-39 for instructions in completing Meal Coupons.)

Off-Campus Meals at Headquarters-Meals purchased off-campus may not be charged to the University. All expenses should be paid by an employee and submitted for reimbursement on a travel voucher supported by a receipt. Alcoholic beverages are not reimbursable. The travel voucher requires approval by the next level of authority.

2. Candidate and Appointee Expense
   Reasonable and proper expenses incurred by a candidate for a position in the University may be reimbursed. An individual appointed to a position but whose term of employment has not officially begun may also be reimbursed for reasonable and proper expenses incurred when attending meetings related to the individual’s forthcoming employment. All such expenses should be charged to Contractual Services.

   Staff members may be reimbursed for meal expense incurred when interviewing candidates up to 50% in excess of the amounts allowed in the travel regulations for both candidate and attending staff members.

   Expenses of interviewing at another location are also chargeable to Contractual Services; however, travel expenses between headquarters and the interview location are chargeable to travel. Rental of a room or suite for interviewing purposes must have prior approval of the respective Vice President.

   Expenses will be paid according to the following provisions:
   
   

1. Meals, Lodging, and Transportation-Actual expenses of a candidate for meals, lodging, and transportation will be reimbursed.

2. Procedure-
   
   
1. Candidates and appointees shall be required to fill out and sign a travel voucher. The travel voucher should be signed by the department head and sent, together with available receipts, to the Dean or Division Head for the appropriate signature. It should then be forwarded to the Accounting Office for payment.



2. The account number to be charged for the candidate’s expenses shall be recorded on the travel voucher.



3. For procedures concerning reimbursement to employees for purchase of candidate meals, see preceding Off-Campus Meals at Headquarters paragraph.
   


3. University Meal Coupons-May be used for interview purposes. They are valid only at the Holmes Student Center.
   
   
3. Expenses Incurred by Non-State Employees
   Any reasonable and proper expenses incident to travel incurred by non-state employees may be reimbursed and charged to Contractual Services. This provision is intended to cover members of student groups representing the University, non-paid advisory boards or committees, and other groups of private citizens appointed by the Board of Trustees, the Chancellor, or the President.
4. Entertainment and Promotion
   University funds shall not be used for entertainment, community relations, or public relations not directly related to the objectives of the University. This provision includes, but is not limited to, athletic events, conventions, and any other activity not involving the University.
5. Membership in Private Clubs
   University funds may not be used to pay for memberships in private clubs, (whether in the name of the University or an individual). The reimbursement of valid expenses incurred in a private club shall be permitted within the limitations specified in this regulation and in the Travel Regulations (Procedure 4-30).