Reimbursement Policy for Hosted Meals
Hosted Meals and Event Food Purchases
For hosted meals, reimbursements can only be granted for the expenses incurred by department faculty and the candidate/guest, unless approval is obtained from the department head. It is important to note that UO funds cannot be allocated to cover expenses for family members, external guests, or any individuals not affiliated with the university.
When accompanying a speaker for a meal, it is advisable to consult the organizing/hosting faculty member regarding the available budget. Generally, one faculty member may accompany the guest for lunch, while up to two faculty members may accompany the guest for dinner. Any deviations should be discussed and approved by the department head. A PS graduate student may fill a faculty meal slot.
If alcohol is involved, please act responsibly and insure the safety of the guest and yourself.
The reimbursement limit for lunch is $40 per person (including alcohol and 15% tip), and $60 per person for dinner (including alcohol and 15% tip). You will not be reimbursed for more than these amounts. You will need to use a personal credit card or pay with cash. To be reimbursed, you must provide:
- Travel and Entertainment Log *(If being reimbursed from Foundation Funds)*
- An original ITEMIZED receipt of all food and beverages. Please ask for a separate ITEMIZED receipt for alcoholic beverages.
- Be sure to write on to the itemized receipt the amount of the tip paid.
- Only up to 20% of the total meal (not including alcohol) can be reimbursed for a tip (this is a University policy based on Federal regulations).
Travel Requests
Travel requests (booking flight tickets, hotels, airport parking, taxi, etc.) should be submitted through Concur