Travel: Hosting a Meal

Before

• View the policies for UW System Sponsored Events.
  • Must be covering someone besides the payee
  • Must fall under a business functions under definition of University Sponsored Events 
• Bring Payment: If you are taking your staff or guest to a restaurant for a meal during a business meeting, you can pay for the food with a US Bank Corporate Card or personal funds (P and PT cards are not allowed).
  • Interested in a corporate card? Apply for a corporate card
• Bring your Tax Exemption Evidence: You are encouraged to take along a tax exemption card which explains the University's tax exempt status and helps to provide evidence and credibility when requesting tax exemption.
  • Contact your department or purchasing@uwec.edu to obtain one.
  • The University of Wisconsin System Sales & Use Tax Exemption Certificate Tax Exemption Number.
• Bring your ID: Bring your Blugold ID card in case the restaurant staff requests to see it.

During

• Spend within maximum rates: Hosted meals must be within the maximum rate per person for both within Wisconsin and all other locations (including international). The maximum rates include taxes and gratuity up to 20%.  
  • This can be found on UWTravelWIse: Headquarter City and Sponsored Events (Hosted Meals)
• Pay with the correct means of purchase: Use your Corporate Card or personal funds (P and PT cards are not allowed).
• Request tax exemption and show your tax exempt card. 
• Do not purchase alcohol.
• Request an itemized receipt; it should list each item ordered and payment method. This is required for reimbursement.

After

• List your expense type as Meals-Hosted
• Attach an agenda
• Attach a list of attendees' names
• Attach all itemized receipts,
  • Requirements for a Valid Receipt
• Justify why the meeting had to take place over a meal time
• Sales tax in WI is not reimbursable 
• Gratuity up to 20% is reimbursable