Purchasing Card
Receptions
Use of the purchasing card for the payment of reception 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 below requirements 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.
ACCEPTABLE EXPENSES
A reception is a gathering of individuals associated with a UW sponsored event that provides the opportunity for interaction in a setting that is not purely social in nature. A reception may not necessarily have a specific agenda or timeframe; however, the purpose must be related to or promote the mission of the hosting department.
Expenses must be limited to reasonable food and beverage costs, room rental, service charges and gratuity.
DOCUMENTATION REQUIREMENTS
The cardholder must attach a proof of payment, a list of participants and a statement substantiating the business purpose of the reception, along with the Events - Reception Payment Form.