Official Meal Expenses
Originator: Chief Financial Officer/Vice President for Administration
Subject: Official Meal Expenses
UMUC recognizes that employees may need to pay for or directly expense (Marriott/Aramark) meals served during work meetings or functions. All receipts must be itemized and include the name of each guest and the purpose of the meeting in order to be expensed or reimbursed to the employee. Meals during normal staff-type meetings and social functions cannot be expensed or reimbursed. Expenditures for alcoholic beverages are not reimbursable. Meals while on travel will be reimbursed based upon Travel Policy 380.10.
In view of the special nature of the overseas programs, the guidelines for the State of Maryland concerning expenses for official meals may or may not be appropriate. It is recognized that official guests may occasionally have to be taken to lunch or dinner. In such cases, it is important that the following information be included in the request for reimbursement:
- The name of the guest.
- The function of the guest.
- The purpose of the luncheon or dinner meeting.
Consistent with local custom or the nature of the occasion, it may occasionally be necessary for spouses to be included in such meetings. In this case, prior authorization should be obtained from the Division Director. There are a number of meals or meetings that need to be held as a result of regular operations of the overseas program or following local customs of the host countries. Examples of the first category are commencement exercises, faculty meetings, etc. An example of the latter category would be Christmas or similar parties customary in the host country. Spouses may be included in such functions.
In all of these instances, there should be clear authorization by the Division Director spelling out the purpose of such functions.
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