Policy: 202-Meeting/Conference
Date: 01/29/04
Updated for e-Reimbursement: 04/17/2009

Statement of Policy:

To correctly handle expenses associated with your event, we strongly encourage you to use our event forms. All policy requirements are addressed within the form for your convenience. Please use these forms for all payment mechanisms (requisitions, expense reports, PIRs, purchasing cards)

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 (requisitions, expense reports, PIRs, purchasing cards).
Web Form

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.
Excel Form

Events-Reception Payment Form
For use with events that require payment/reimbursement for reception expenses. Please use for all payment mechanisms (requisitions, expense reports, PIRs, purchasing cards).
Web Form

Events-Refreshment Payment Form
For use with events that require payment/reimbursement for refreshment/break expenses. Please use for all payment mechanisms (requisitions, expense reports, PIRs, purchasing cards).
Web Form

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 (requisitions, expense reports, PIRs, purchasing cards).
Web Form

Related Procedure(s):

202.A-Meeting/Conference: Receptions
202.B-Meeting/Conference: Meal Expenses
202.C-Meeting/Conference: Refreshment Breaks

Related Procedures for e-Reimbursement Users:

Use expense type Event for:

Group receptions, refreshment breaks, meals, meetings and conferences, including tax, gratuity and/or service charges.

Enter the following required information after clicking on the "Detail" link at the end of the expense type line:

Event

  • Number of People
  • Merchant
  • Location
  • Description: name of event, type of claim (e.g., break), official purpose

Who should know this policy?

Dean, Directors, and Staff dealing with Meetings and Conferences

Related Documents:

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

Policy and Procedure Index