Hospitality events that are hosted or sponsored for the purpose of promoting the University’s work or enhances its image, meals at which University business is transacted, and the hosting of employees in circumstances where the nature and sensitivity of the University business discussion requires privacy are all considered appropriate hospitality expenses.
Examples of allowable hospitality circumstances include:
- recruitment of faculty and staff, including expenses of the principal individuals involved in the decision making process
- hosting students or student leaders in nurturing leadership, developing affinity or recognizing contribution
- hosting prospective students and parents for recruitment and advancement related activities
- hosting visitors to the University
- functions recognizing job performance
- functions recognizing volunteers and donors to the University
- public relation events
- University sponsored receptions
- receptions that acknowledge long service, retirement, or other awards to faculty, staff, students, and alumni for outstanding accomplishments as long as the cost is reasonable
- receptions to honour visitors, guests, or dignitaries
- receptions for official openings of buildings, art exhibits, etc.
- ceremonies such as convocation or public announcements
Ineligible expenses include celebrations of birthdays, weddings, birthdays, etc. and expressions of sympathy, such as flowers, cards for bereavements. These types of charges are the responsibility of the individuals participating or the employee(s) hosting the event. Where appropriate, the University allows the use of its facilities for these celebrations subject to availability, operational requirements, and prior approval of the relevant department head.
Any hospitality expenditures that are charged to the University and subsequently determined to be ineligible will be recovered from the employee(s).