Host expenditures may only be charged to a designated 51³Ô¹ÏºÚÁÏ Detail Worktag. Signature authority for these accounts may not be delegated below the level of vice president, dean, or the director of intercollegiate athletics. Host expenditures may not be used to pay or reimburse expenses not allowed by state regulations. Host expenditures may not be charged to state accounts.
Host expenditures include, but are not limited to:
- Food
- Meal Tip (up to 20% before taxes or $1 per person for buffet style service)
- Beverage
- Gifts excluding gift cards (generally less than $75)
- Engraving on gifts and plaques for non-employees
- Flowers for special occasions
- Holiday decorations and cards
- Supplies for general reception areas (coffee, soft drinks, individually bottled water, disposable paper and plastic ware, etc.); etc.
The following expenditures are not considered hosting, Use a PCard or purchase order to pay for these goods or services:
- For employee payment or reimbursement of candidate recruitment expenses, providing or 'hosting' a candidate meal is a general operating expense (Activity Code - AC00124 Recruitment) and not considered a "Hosting Policy" event as long as the number of employees/guests attending falls within the allowed/approval provided by their college. Otherwise, the cost of extra attendees could be classified as a "Hosting Policy" event.
- Bottled water service for departments
- 51³Ô¹ÏºÚÁÏ or LV logo giveaways (valued less than $25.00 per item) for advertising purposes (t-shirts, mugs, pens, pencils, key chains, hats, etc.)
- Common area office decorations/accent pieces (pictures, paintings, plants, aquariums, furniture, etc.)
- 51³Ô¹ÏºÚÁÏ logo shirts
- Non-host travel expenses
Host expenditures should be documented on the Host Explanation Form in accordance with for expense substantiation.
Please review policies regarding monetary and non-monetary gifts on the Gift Cards, Certificates & Giveaways webpage.