GCSR Guidelines on Allowability of Meals (non-travel status)

for Reimbursement on Sponsor Funded Agreements

The University recognizes meals as an appropriate expense of University funds if hosting activities of outside guests contribute to, or result from, legitimate university-related business.  Federal and state funded agreements reimburse meal expenses only while an employee is in travel status or when meal expense is an integral part of the program and is included within the sponsor-approved budget.

Meals that are in accordance with university policy must be reviewed by GCSR if reimbursement is requested from a grant or contract.  The terms of the grant or contract agreement will govern whether reimbursement is approved by GCSR.  If business meals are unallowable per grant or contract restriction, employees should consult with their departmental budget manager prior to engaging in the activity.

Allowable meal expenses per university policy #208 “Business Meals and Hosting Expense” (non-travel status):

1. Local business meals and meal expenses incurred by employees while hosting university guests within the constraints of good taste and reasonableness; 
2. When employees are required to participate in a non-recurring event such as a retreat, workshop or seminar;
3. When employees are required to participate in a business meeting outside of the regular work hours of 8 to 5 p.m.;
4. When students are involved in a meeting for advancement or training purposes.

Guidelines for Reimbursement from Federal and State Sources

Federal and state guidelines allow meals while employees are in travel status, for subjects and patients under study, or where specifically approved as part of the project activity, provided that such charges are not duplicated in per diem or subsistence allowances.

Meals provided to a potential recruit are not reimbursable from a federal source, but the university may reimburse this hosting expense from non-federal sources.  Federally reimbursable employee recruitment costs are limited to help-wanted advertising costs, costs of travel by applicants to and from pre-employment interviews for a specific assignment, and the travel costs of university employees while engaged in recruiting personnel. 

Meeting and conference costs, including meals, are only allowable if such costs are specifically and clearly identified in the proposed scope of work and budget, as modified and approved by the sponsoring agency.  When certain meals are an integral and necessary part of a conference (e.g., working meals where business is transacted), sponsor funds may be used for such meals.  Federal or state funds are not otherwise to be spent for meals or coffee breaks for intramural meetings of an organization or any of its components, including, but not limited to, laboratories, departments and centers.