Policy: 202-Meeting/Conference


Statement of Policy:

To correctly handle expenses associated with an event, we strongly encourage the use of the Event Forms below.  All policy requirements are addressed with the forms for your convenience.  Please use these forms with all payment mechanisms, including requisitions, expense reports, Payment to Individual Reports, purchasing cards, etc.

Note: State law prohibits the use of state agency funds for a number of purchases that might inherently be appropriate for fundraising or employee appreciated events (e.g. alcohol, meals that exceed state limits).  Please see Purchasing Services Internal Policy and Procedures Number IPP 61: Event Contracting Guidelines – UW Foundation Gift Funds.

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 Documents:


Contacts:

Travelers and department staff should contact their respective Divisional Business Office for policy or procedural questions.

Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.

Policy and Procedure Index