Official Functions and Expenses

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Policy Number:
UW-3075
Old Policy Number:
340
Responsible Office:
Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. The purpose of this policy is to govern the use of the specific funds used to pay for official functions and expenses and ensure the appropriateness and reasonableness of all official functions and expenses.

Definitions:
Approving authority
The chancellor, vice chancellor, dean, division chief financial officer (CFO), or delegated division business office executive.
Official function and expense
A reasonable and moderate expenditure directly associated with a university official function that may have a social component but substantially advances or contributes to the university’s mission.
Registered Student Organization
A group, composed mainly of, and directed by, students, consisting of at least four students and an advisor, and which has filed all appropriate registration forms with the Office for Student Organizations, Leadership & Involvement (SOLI) and been confirmed by SOLI as meeting the eligibility criteria for registration.
Wisconsin Foundation and Alumni Association (WFAA)
An entity that raises, invests, and distributes funds for the benefit of UW–Madison.
Scope:

This policy applies to all UW–Madison employees.

Policy:
  1. Official functions and their related expenses must be formally authorized in advance by an approving authority via the Official Functions and Expenses Pre-Approval Form. The form must be attached to any related request for payment or reimbursement. 
  2. The source of funds for official functions and expenses must be a gift, program revenue, or trust fund and not general-purpose revenue (GPR) or sponsored funds (grants).
  3. Approving Authorities must: 
    1. Know and understand the nature and full extent of any restrictions or requirements associated with the expenditure and the related allowed uses of the proposed funds (e.g., consideration of donor intent, university purchasing policies, UW Foundation purchasing policies). 
    2. Document the justification for authorization. 
    3. Be prepared to defend the approval of a university official function or expense should there be an open record or audit-related inquiry.
  4. Official functions and expenses include:
    1. Functions for parents of preregistering students.
    2. Inauguration ceremony for a new chancellor.
    3. Functions for graduating classes and their parents.
    4. Functions for community leaders, prominent visitors, legislators, officials, or leaders of educational programs.
    5. Functions for Board of Visitors or officials from other public or private institutions.
    6. Functions related to the opening of new facilities and dedication ceremonies.
    7. Functions for Registered Student Organizations.
    8. Functions to honor distinguished faculty, staff, and students for significant, meritorious achievements.
    9. Faculty, staff, and student recruitment events.
    10. Travel expenses for spouse/significant other/companions to accompany an applicant on a UW-Madison job interview trip.
    11. Employee recognition and morale/team building events such as honoring an employee retiring or separating from the university with at least five years of service and annual holiday/general appreciation events.
    12. Meal expenses associated with an official function up to $150.00 per person including alcohol expenses paid by the Wisconsin Foundation Alumni Association. 
      1. 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. 
      2. Approval documentation must be obtained prior to report submission, attached to the expense report, and will be billed to UW-Foundation.
    13. Lodging expenses for non-university employees that exceed the university’s lodging maximums for the location.
    14. Airfare expenses for non-university employees exceeding economy/coach class fares.
    15. Expenses associated with a spouse/significant other/guest attending a university business event, if supported by a documented business purpose for the attendance of the spouse/significant other/guest and the cost of attendance is proportional to the value added to the event by the spouse(s)/significant other(s)/guest(s) attendance.
    16. Flowers, in the event of an employee’s death with prior approval from the Associate Vice Chancellor for Business Services/Controller.
  5. Consequences for Noncompliance
    Failure to comply with this policy will result in non-payment or reimbursement.
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

University of Wisconsin Foundation and Alumni Association

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor for Finance
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, 06-27-2023, 04-05-2024, 11-07-2024, 07-01-2025

Reviewed Dates:

07-01-2025

Retrieved:
10-11-2025 00:30:04