Procedure No. 602.5
Area: Finance Department

Adopted: 04/22//99
Revisions Approved:

Description: Reimbursement of Meal, Entertainment, Telephone and Incidental Expenses

1. The cost of meals is a reimbursed travel expense only if your business trip is overnight or long enough to require you to get substantial sleep or rest to properly perform your duties.

2. Entertainment includes the cost of a meal you provide to a student, customer or another employee, whether the meal is a part of other entertainment or by itself. To be reimbursed for an entertainment-related meal, you must be present when the food or beverages are provided. A meal expense includes the cost of food, beverages, taxes, and tips for the meal.

3. Incidental expenses include, but are not limited to, laundry, cleaning, fees and tips for service.

4. The meal, entertainment, telephone and incidental expenses will be reimbursed if the following conditions are met:

a. Your expenses must have a business connection--that is, you must have paid or incurred the expenses while performing services as an employee, and

b. You must adequately account for these expenses (documentary evidence including receipts, canceled checks, and bills) within a reasonable time period (usually 60 days). Elements to be proved are amount, time, place, business purpose and business relationship, and

c. You must return any excess reimbursement or allowance within a reasonable time period (usually 120 days).

4. If expenses are reimbursed that do not meet the above conditions, they must be reported as additional compensation to the employee.

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