click here to download MS Word format

UNIVERSITY POLICY

SUBJECT:

FINANCIAL AFFAIRS

TITLE:

ENTERTAINMENT AND RECEPTIONS

CODING:

00-01-50-60:00

ADOPTED:

07/01/87

AMENDED:

09/01/89

I.        PURPOSE

          To set UMDNJ rules regarding expenditure of University funds, faculty practice funds, and
          non-state grant funds for entertainment and official receptions.

II.      ACCOUNTABILITY

         Under the Senior Vice President for Administration and Finance, the Vice President for
         Financial Affairs and Treasurer, shall ensure compliance with this policy. The Controller shall
         implement this policy.

III.    POLICY

        A.    Guidelines

      1.    General:
 
             a.    Use of unrestricted University funds and those funds generated by UMDNJ
                    faculty practice services will be approved and regulated by the provisions
                    specified in paragraphs 2, 3 and 4.

             b.    Use of funds generated from federal or non-state funded grants will be
                    approved and regulated by the provisions specified in paragraphs 2 and 5.

 
     2.    Approvals:

            Written approval from the appropriate Dean or the Vice President is required for
            expenditures authorized in Sections 3a-3e and 5 below and must be secured in
            accordance with existing policy. In such cases the approval mechanism must
            identify:
 

        -    The name of the group or function (no abbreviations or acronyms);

        -    The purposes of the function, expressed, insofar as possible, in terms of the
              goal(s) or objective(s) of the University under which the function is being
              conducted;

        -     The makeup of the group, e.g., citizen members of advisory committees,
               workshops, etc.;

        -     The names and titles of any University faculty or staff members included in
               the group;

        -     Any other information or justification which will demonstrate the
               program-relatedness of the function or the benefit to the University resulting
               from the function.
 

    3.     Expenditures Specifically Authorized

            a.     "Entertainment" of University patients and students including meals and
                    refreshments and all other expenses directly related to such entertainment.

            b.    All costs of commencement and convocation activities.

            c.    Costs of meals and refreshments for all officially scheduled receptions, meetings
                   or conferences, provided that such expenses can be directly related to the
                   accomplishment of one or more of the officially established goals or objectives
                   of the program from which funds are appropriated.
 

                 -    Generally, such expenses must be for "entertainment" of groups,
                       committees, task forces, workshop participants and other persons
                       who are not faculty or staff members of the University.

                -     To the extent that University faculty or staff members are participating
                       members or are directly involved with the organization and conduct
                       of such meetings, University funds may be used to pay their expenses.
 

            d.    Entertainment of visiting officials and/or dignitaries from other state or local
                   government jurisdictions. (See Section 4.2g of the State of New Jersey Travel
                   Regulations; copy available in University Controller's Office).

            e.    Meal costs for faculty or staff members involved in official University business
                   activities under conditions which would otherwise make them eligible for
                   overtime meal allowance. Refer to the University policy on Travel Related
                   Expense Reimbursements, # 00-01-50-10:00.

    4.    Expenditures Specifically Prohibited

           The following purposes and examples of types of functions for which expenditures of
            unrestricted funds will not be authorized.

            a.    Meals and other expenses for functions held primarily for the benefit of
                   University officials and/or faculty or staff members. If such meetings,
                   workshops, etc., are conducted at such times that they result in eligibility for
                   "overtime meal allowance", such charges may be paid, in accordance with the
                   University's policy on Travel Regulations: 00-01-50-10:00

            b.    Receptions or other social functions held for or honoring any faculty or staff
                   member or group of faculty or staff members of the University, (retirement,
                   awards, appointments, etc.).

            c.    Meals or refreshments to be served to participants (other than students, and
                   patients) or guests at any athletic or other games or contests.

     5.    In any case in which a Federal or other non-state-funded grant budget has specific
            provision for payment for meals or refreshment for any group or groups attending
            meetings, workshops, seminars, training sessions or similar functions, funds may be
            expended for that purpose up to the amount specified in the approved grant.
            Written approval for such expenditures must be obtained under the provisions of
            paragraph 2, above. Authorization of such expenditures under the grant should be
            included in the explanation specified in paragraph 2 above.

________________________________________
Senior Vice President for Administration and Finance

Policy Manual Table of Contents

OPPM Home Page

UMDNJ Home Page