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:

The purpose of this policy is to establish parameters for the payment or reimbursement of costs associated with UW-Madison business meals and hosted events.

Definitions:
Business Meal
A breakfast, lunch, or dinner with a UW-Madison business purpose attended by multiple individuals that is not catered, does not require a contract, and does not require an event space or room rental. A business meal includes food, non-alcoholic beverages, and tips/gratuities.
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Hosted Event
A UW-Madison sponsored business function, such as a conference or reception, that may be catered, require a contract, necessitate room rental, and audio/visual services.
Reception
A gathering of individuals associated with a UW-Madison sponsored event that provides the opportunity for interaction in a setting that is not purely social in nature.
Refreshment Break
A small food and/or beverage offering typically served between general meal times.
UW Foundation Funds
Monies controlled by the University of Wisconsin Foundation.
UW Funds
Monies controlled by the University of Wisconsin-Madison, including gifts.
Scope:

This policy applies to faculty, staff, students, and non-employees using UW-Madison funds and/or resources administered by the university to pay for business meals or hosted events.

This policy excludes:

  • Per diem meal allowances for individuals traveling on university business.
  • NCAA-funded travel which is governed by NCAA policy.
  • Sponsored projects which are subject to the terms and conditions of the specific awards, as well as applicable program guidelines that may restrict the use of funds for certain types of expenses.
Policy:

  1. Business Meals

    1. Purpose

      A business meal is payable/reimbursable only when it is necessary to conduct UW-Madison business during the meal (e.g., dinner with a distinguished speaker and faculty members, lunch with an interview candidate and the interview committee, breakfast with an onsite research team when practical).

    2. Limits

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

      Type of Meal Continental US All Other Locations - Including International
      Breakfast $28 $35
      Lunch $31 $40
      Dinner $46 $60
      Refreshment Break $14 $20
      1. Sales tax is not payable/reimbursable for business meals in Wisconsin as the university is tax exempt.
      2. Tips/gratuities are included in the per person limits of this policy. Other fees (e.g., delivery fee, credit card fee, add-on services fee that are not gratuities) are not included in the per person limits and may be paid/reimbursed.
    3. Funding
      1. The payment/reimbursement of business meal expenses up to the per person limits of this policy is allowable with UW funds. Amounts exceeding the allowable per person limits for food, non-alcoholic beverages, and tip/gratuity may be charged to UW gift funds or to UW Foundation funds, if available. Alcohol may only be charged to UW Foundation funds.
        1. Alcohol payment/reimbursement with UW Foundation funds cannot exceed $50 per person, per meal.
        2. The total payment/reimbursement made with both UW and UW Foundation funds, including alcohol, may not exceed $150 per person, per meal including tip/gratuity.
      2. Exceptions to the $50 per 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 expense report submission and must be attached to the report upon submission. Exceptions will be billed to UW Foundation.

  2. Hosted Events

    1. Limits

      Hosted events are subject to the same per-person limits as business meals.

    2. Registration Fees
      1. If a business meal or event is covered by participant registration fees, alcohol and amounts exceeding the allowable per person limits may be charged to UW funding. An accounting of the event registration fees collected and expenses incurred must be completed by the departmental event organizer and made available upon request.
      2. Registration fees for UW-Madison sponsored events attended primarily by UW-Madison employees may not include items which are not allowable per UW-Madison policy (e.g., alcohol).
    3. Receptions

      When a reception is held instead of a meal, the food and beverage costs must be within the per person limits of this policy for the time of day the reception takes place. If a reception is held between meal periods, the per person limits of this policy apply to the higher of the two meal limits.

    4. Catering Services

      Departments planning a UW-Madison hosted event must adhere to UW-3049 Catering On and Off Campus.

    5. Contracts

      All contracts for events taking place off-campus (at non-UW-Madison facilities) must be reviewed, approved, and signed by UW-Madison Purchasing Services.

  3. Documentation

    1. All business meals must be supported by a business purpose (e.g., written description of meeting, agenda) and a list of attendees, including how each attendee is affiliated with the university.
    2. Business meals of any cost paid with a purchasing card and business meals over $50 paid with a shared liability card or out-of-pocket require an itemized vendor receipt.

  4. Consequences for Noncompliance

    The university will not pay or reimburse for any business meal costs that are noncompliant with this policy.

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:
Departmental staff should contact their respective Divisional Business Office for policy questions. -- Divisional Business Officers may contact, expensereimbursement@bussvc.wisc.edu
Effective Date:
07-01-2019
Revised Dates:

07-01-2022, 12-27-2022, 12-26-2023, 11-07-2024, 07-01-2025

Reviewed Dates:

07/01/2020, 07/01/2025

Retrieved:
10-11-2025 01:14:42