Policy: 202.B-Meeting/Conference: Meal Expenses
Date: 01/29/04
Statement of Policy:
If the meeting/conference is held at the headquarters location of the majority of the attendees, a provided meal is acceptable only if the business could not be effectively conducted in such a manner so as to avoid the necessity of the meal. Meal expenses, including tax and tip, for UW/State employees included in the payment can be reimbursed only up to the maximum allowable.
| Instate Meal Maximums |
|||
|---|---|---|---|
| Breakfast |
Lunch |
Dinner |
Total |
$8.00 |
$9.00 |
$17.00 |
$34.00 |
| Out of State Meal Maximums (High Cost Cities) |
|||
|---|---|---|---|
| Breakfast |
Lunch |
Dinner |
Total |
$10.00 |
$10.00 |
$20.00 |
$40.00 |
The following documentation must accompany the request for payment to a vendor or reimbursement to the employee:
- The name, purpose, date and time (beginning/ending) of the meeting. A meeting agenda that includes all the required information is preferred.
- A list of meeting participants for whom expenses are to be paid, indicating name and affiliation, i.e., institution, state agency, business, etc.
- Original invoices/receipts itemizing the cost per meal and showing the total amount to be paid or reimbursed.
- Justification for holding the meeting over the meal period.
NOTE: The restrictions outlined in this section do not apply to UW-sponsored events attended primarily by the general public if participants pay a fee to cover such costs.
Related Procedure(s):
Who should know this policy?
Dean, Directors, and Staff dealing with Meetings and Conferences
Related Documents:
Events-Meal Payment Form
For use with events that require payment/reimbursement for breakfast, lunch, or dinner meal expenses, including hosting expenses. Please use for all payment mechanisms (TER,PIR,Requisition,Purchasing Card).
Events-Meals/Receptions for the General Public
For use with UW Madison sponsored events for meals/reception expenses for the general publics attendance. Please use for all payment mechanisms (TER,PIR,Requisition,Purchasing Card).
Events-Participant List
Formatted participant list for use with event forms or payment/reimbursment mechanism for meals, refreshments, reception costs where a list of participants is required for payment.
UW Meeting/Conference Resources
Contacts:
Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.
Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions