Business Meals

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Policy Number:
UW-3039
Old Policy Number:
330
Responsible Office:
Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

To ensure prudent use of university resources while minimizing the administrative burden for employees and support staff.

Definitions:
Business meal
A breakfast, lunch or dinner with a UW business purpose attended by multiple individuals. Business meals are not catered, do not require a contract, and do not require a space or room rental.
Business purpose
Provided explanation that adequately describes an expense as a necessary, reasonable, and appropriate business expense.
UW funds
Funds controlled by the University of Wisconsin, including 233 funds (gifts).
WFAA funds
Funds controlled by the Wisconsin Foundation and Alumni Association.
Scope:

Applies to faculty, staff, students, and non-employees traveling or using funds and/or resources administered by the university.

Policy:

Policy Summary

University funds may be used to pay for group meals where UW business is conducted or the meal is otherwise supported by a UW business purpose. Business meals may have a social element but are primarily business in nature. Payment/reimbursement for business meals on UW funding is limited to pre-determined rates. Amounts in excess of these rates and alcohol are not allowable on UW funding and may be charged to the Wisconsin Foundation and Alumni Association if funding is available.

Notes:

  • NCAA-funded travel has specific requirements, some of which may be less restrictive than university policies or rates. NCAA-funded travel will be governed by NCAA policy.
  • Sponsored projects (fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict the use of funds for certain types of expenses. Contact the Research or Sponsored Programs accountant for your award with any questions.

Policy Detail

  1. Payable/Reimbursable Business Meals

    Business meals are payable/reimbursable when it is necessary to conduct UW business during a meal. Common examples of payable/reimbursable business meals include:

    • Dinner with faculty members and a distinguished speaker after the speaker’s event.
    • Lunch with an interview candidate and the interview committee.
    • Lunch with a research team on-site when individual meals would be impractical or if research activities would be significantly disrupted if a meal were not provided.

    Note: For events that are catered, require a room/space rental, require a contract, or charge a registration fee, see Hosted Events. For events that are primarily social in nature, see UW-3075 Official Functions and Expenses.

  2. Payment/Reimbursement Rates

    Payment/reimbursement of business meals using UW funding is limited to the following, per person, including tip:

    Type of Meal Within Wisconsin All Other Continental US All Other Locations - Including International
    Breakfast $20 $23 $35
    Lunch $21 $24 $40
    Dinner $35 $43 $60
    Refreshment $12 $15 $20

  3. Use of Wisconsin Foundation and Alumni Association Funds

    Amounts in excess of the allowable per person limits or expenses for alcohol may be charged to Wisconsin Foundation and Alumni Association funds, if available. Alcohol reimbursement cannot exceed $50/per person. The overall payment/reimbursement made with both UW and WFAA funds, including alcohol, may not exceed $150/per person, including tip. Exceptions to the $50/person alcohol limit and $150/per person meal limit must be requested in writing to the Associate Vice Chancellor of Business Services. Approval must be obtained prior to report submission, attached to the expense report, and will be billed to UW-Foundation.

  4. Sales Tax

    Sales tax is not payable/reimbursable for business meals in Wisconsin. See UW-3033 Tax Exemption for more information on sales tax in other states.

  5. Tip

    Tips are included in the per person maximum as noted in section II.

  6. Payment Methods

    Payment for business meals with UW funding may be made via the Purchasing Card , My Corporate Card, or reimbursement for out-of-pocket expenses. Any business meal expenses to be charged to WFAA funding must be made with either the My Corporate Card or reimbursement for out-of-pocket expenses. Expenses allocated to WFAA funding must not be paid with the Purchasing Card.

  7. Documentation Requirements

    All business meals must be supported by an itemized receipt, business purpose (e.g., written description of meeting, agenda), and a list of attendees, including how each of the attendees is affiliated with the university.

Consequences for Noncompliance

The university will not pay or reimburse for any business meal costs that are noncompliant with this policy. Failure to comply with UW–Madison policy may result in disciplinary steps, up to and including dismissal.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Policy Administration

Approval Authority:
Assistant Vice Chancellor of Business Services and Controller
Policy Manager:
Assistant Vice Chancellor of Business Services and Controller
Contact:
Travelers and departmental staff should contact their respective Divisional Business Office for policy questions. -- Divisional Business Officers may contact, uwtravel@bussvc.wisc.edu
Effective Date:
07-01-2019
Revised Dates:

07-01-2022, 12-27-2022, 12-26-2023, 11-07-2024

Reviewed Dates:

07/01/2020

Retrieved:
01-15-2025 03:57:06