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Hospitality Services Policy

 

West Virginia University Policy
Division of Administration and Finance


WVU-PS-7

HOSPITALITY SERVICES POLICY

PURPOSE

The purpose of the policy is to outline the proper use of West Virginia University (WVU) State or West Virginia University Research Corporation (WVURC) funds for Hospitality Expenses.

SCOPE

This policy applies to all WVU and WVURC employees, including those on the regional campuses.

POLICY
Hospitality service is defined as:

“Food, Non-Alcoholic Beverages and related expenses for the reception of guests by a spending agency for a specific event or function related to conducting University business.”

In the conduct of day-to-day business, it is anticipated that the University may incur meal or other hospitality expenses for its employees, students, or guests. In some circumstances, using prudent judgment, the University may incur appropriate hospitality expenses.

Allowable Expenses:

A. University meeting with external parties (i.e. vendors, guests, consultants, or other individuals from other geographic locations) for specific business purposes on a non-routine basis.
B. University meeting with a candidate or potential candidate for an open position.
C. Expenses related to student recruitment.
D. A non-routine event hosted by a department and specifically planned for participants of a conference, recognized university standing committee, seminar, workshop, or similar event. University employees may attend as registered attendees, host, or as assigned supporting staff.
E. Emergency situations where the operational requirements require working through a meal period and the food is brought into the work area. Please note: ‘Emergency’ shall not be used for hardship resulting from neglect, poor planning or lack of organization by the spending unit (i.e. any meal with the sole justification of “it is the only time we could meet”).
F. Formally organized Division or College business meetings involving multiple business units. To qualify, a meeting must be of at least one-half day duration and an agenda must be prepared. Please note: this does not include meetings held only over the lunch hour.

Unallowable Expenses:

The following are examples of expenses that are not permissible:

A. Any hospitality expenses paid using grant funds (unless specifically allowed in writing by the agency and approved in writing by the Sponsored Research Accounting Office).
B. Normal staff or departmental meetings, including a regularly scheduled meeting (i.e. weekly, monthly, once per semester, etc.) or employee training events.
C. Meal expense incurred during a one-day business trip per the University’s Travel Policy.
D. Employee only social gatherings, such as:
1. Anniversaries
2. Birthday Parties
3. Employee Recognition/Awards
4. Going Away/Retirement Parties
5. Holiday Parties
6. Promotion Parties

Please note: the examples listed above are not an all-inclusive list. If you have any questions regarding whether an event or item(s) are allowable, please contact Procurement, Contracting and Payment Services (PCPS) prior to the event at: http://pcps.wvu.edu.

Documentation Required:

Regardless of the payment method, all hospitality payments require the following supporting information:

A. Completed WVU Hospitality/Event Form or other PCPS approved form
B. Signed approval from the Dean, Director, or Designee
C. Signed approval from a Departmental Budget Officer
D. Original itemized receipt

(Failure to provide full documentation may create a tax liability to the employee.)

Payment Method:

Hospitality expenses can be paid via PCard, direct payment to the vendor, or employee reimbursement. An original itemized receipt is required regardless of method of payment.

PROCEDURE

Procedure development rests with WVU Procurement, Contracting and Payment Services.

RESPONSIBILITY FOR IMPLEMENTATION

All employees are charged with providing full support to this policy. It is the responsibility of the Dean, Director, or Designee to implement this policy within their college, department or unit. Procurement, Contracting and Payment Services is available to answer questions or provide additional information regarding this policy. For contact information, please visit: http://pcps.wvu.edu

RESPONSIBILITY FOR INTERPRETATION

The responsibility for interpretation of this policy rests with the WVU Director of Procurement, Contracting and Payment Services.

Any exception to this policy must be obtained by the Senior Associate Vice President/WVURC Treasurer before the expense is incurred.

Effective Date: December 1, 2013
Approved By: Narvel G. Weese, Jr., Vice President for Administration and Finance
Approved By: Daniel A. Durbin, Senior Associate Vice President for Finance