Food/Business Meals
State Funds: State funds can only purchase food used directly for research purposes and must be documented on the reconciliation.
Local Funds: All consumable food purchases must be documented with itemized receipts.
Individual Meals:
Individual meals are not allowed on the PCard.
Business Meals:
A business meal can be defined as food purchased while attending a meeting with colleagues or other business associates. Tips are allowed but should not exceed 20%. The IRS requires "who, what, when, where and why" (the 5 W’s) documentation for business meals. Business meals are only allowable if the meal is for the advancement of the educational function of TWU and falls within one of the categories below:
- The recognition of academic, athletic, scholarship or service to TWU.
- The promotion or communication of intellectual ideas and/or exchange of administrative and operational information.
- The support of university-sponsored student events and activities.
- The recruitment of faculty, staff and students.
- The promotion or exchange of ideas with community leaders regarding TWU.
- The assistance of Regents, accrediting agencies or officials from other Universities.
- The educational training of faculty and/or staff.
Payment for business meals is not allowed using appropriated money (110 account).
PCard is not to be used for business meals while traveling (use Travel Card).
Note: you are considered 'traveling' if you have completed a Request to Travel and will be submitting an Expense Report in Concur for mileage reimbursement and/or other travel expenses (hotel, car rental, etc).
The maximum per-person food amount for a business meal is as follows:
|
Meal |
Maximum Amount Allowed |
|
Breakfast |
$25.00 |
|
Lunch |
$40.00 |
|
Dinner |
$75.00 |
The maximum per-person expenditure amount listed above includes the cost of the food, beverages, labor and sales tax (if applicable), gratuities, delivery charges and other service charges.
The following are not subject to the per-person rates listed above but must support the related business purpose.
- Business meals for donors and distinguished guests hosted by the Chancellor and President's Office or Vice Presidents' Offices
- Business meals for donors that are coordinated through Division of University Advancement and Alumni Engagement
- Business meals for employee recruitment activities
When reconciling in Concur, you must provide the 5 W’s, the educational purpose, a list of attendee names and the meeting agenda. Refer to the How-to guide on the PCard website for detailed instruction on adding attendees.
Page last updated 2:25 PM, October 29, 2024