Hospitality (Policy)

Hospitality (Policy)

Topic: Financial and Operations
Approval Authority: Board of Governors
Approval Date: June 25, 2012
Effective Date: June 25, 2022
Last Revised: April 30, 2024

1. Purpose

The purpose of this policy is to establish principles for and the context within which hospitality paid for by the University may occur.

2. Scope and Application

This policy applies in respect of all hospitality expenses incurred by the University, regardless of the source of funding.

3. Definitions

Hospitality is the provision of food and beverages, social or recreational activities, events and functions, and gifts which are purchased in support of the educational, research or activities of the University.

Reasonable Cost is determined based on sound judgment and moderation, reflecting consideration of accountability, business purpose, efficiency, and value for money.

Eligible Expense refers to a claim that meets the guidelines of this policy and may be eligible for reimbursement by the University.

4. Policy

4.1 The University recognizes that Hospitality expenses may be incurred in carrying out its educational, research, and activities.  Hospitality expenses must be of Reasonable Cost and must comply with all other applicable University policies and procedures.

4.2 Hospitality expenses paid from externally established research accounts or other external sources may only be reimbursed if they are permitted by the terms and conditions of the funding agreement, award, or contract.

5. Roles and Responsibilities

Vice-President Finance and Administration shall authorize procedures and guidelines pursuant to this policy.

6. Review

The Vice-President Finance and Administration will review this policy every 5 years at a minimum. During the review, the policy will remain in full force and effect.

Legislative History: Reviewed by the President and Vice-Presidents, May 2012. Approved by the Board Finance and Audit Committee, May 28, 2012, and the Board of Governors, June 25, 2012; Revised and approved by the Board of Governors, April 30, 2024
Date of Next Review: May 2029
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