Purchasing Card
Meals
Personal meals are not allowable on the card.
Use of the purchasing card for the payment of meal expenses is only acceptable if the headquarters city requirements are met.
Note: If a fee was collected from participants to cover costs, documentation must include proof of the collected fee, the number of attendees, and the original vendor invoice. In such cases, the requirements below do not pertain.
EVENT LOCATION
When held in the headquarter city for the majority of the attendees, the event must be held on campus. The Fluno Center and the University Club are considered on-campus facilities.
MEAL CRITERIA
Payment of meals on the purchasing card is allowable if one or more of the following pertain to the event:
- The meeting was held at the headquarters city of the majority of the attendees and business could not be effectively conducted without the inclusion of a meal.
- The meeting was held at the headquarters city and a mealtime speaker was scheduled.
- Business was conducted during the meal
- Facilities were not available near the meeting location for attendees to eat on their own.
ACCEPTABLE EXPENSES
The meal expenses, for UW employees, including tax and tip, must be within the allowable State maximums listed at http://www.bussvc.wisc.edu/acct/policy/travel/meals.html. Meals for non UW employees must be reasonable and in accordance with the Division’s Dean/Directors office policy.
DOCUMENTATION REQUIREMENTS
The cardholder must attach a proof of payment, a list of participants, and the Events - Meal Payment Form to the relevant Statement of Account Report.