Financial Administration

PART II - Preaudit Steps

C. UW-Sponsored Meeting Expenses [Ref. Meeting And Planning Guide/UW Sponsored Events, Appendix A]

These preaudit steps pertain only to UW-sponsored business events, meetings, noncredit seminars, workshops, training sessions, camps, conferences and student fee-sponsored events. For other types of activities, refer to the following:

Transactions for UW-sponsored events may be submitted either on a TER or an invoice. Therefore, audit steps for TERs and/or invoices should also be followed. In addition to those audit steps, audit for the following:

  1. Fee programs attended primarily by the general public:

    1. Brochure or similar document is attached indicating a fee was charged to cover the charges billed. If a non-UW sponsor paid the UW all or part of the non-program related costs, the document should indicate which costs were paid by the sponsor.

    2. Meal invoices show number served and per person cost.

    3. Lodging invoices are for room costs of paid or official participants and do not include charges for long-distance calls, room service, meals, etc.

    4. Taxes are deducted when the event is held in-state. Refer to Appendix I of the UWSTR for other states that allow exemptions.

    5. Alcoholic beverage charges are deducted except where allowed. Reference Appendix A, Section F of the Meeting and Planning Guide for UW Sponsored Events

  2. Non-fee meetings/events involving both employes and nonemployes:

    1. Agenda (or similar document) showing dates, times, and purpose is attached.

    2. Participant list is provided for meal expenses.

    3. Refreshment break invoices/receipts meet the criteria for eligibility and allowability. Refer to Appendix A, Section B of the Meeting and Planning Guide for UW Sponsored Events

    4. Meal invoices/receipts meet the criteria for eligibility and allowability. Refer to Appendix A, Section C of the Meeting and Planning Guide for UW Sponsored Events

    5. Approval of Director or Department head.

    6. Lodging invoices/receipts are for official participants only and do not include charges for long-distance calls, room service, meals, etc.

    7. Taxes are deducted when the event is held in-state. Refer to Appendix I of the UWSTR for other states that allow exemptions.

    8. Lodging for State/UW employes does not exceed the maximum.

    9. Alcoholic beverage charges are deducted.

  3. UW-sponsored meetings involving primarily UW employes (this includes systemwide meetings):

    1. Justification and approval of the institution controller is provided for meetings not held in a UW facility and additional expenses are incurred.

    2. Brochure or registration form is attached, and items not allowable under UW System policies or regulations are not claimed.

    3. Refreshment break expenses meet the criteria for eligibility and allowability.

    4. Invoices/receipts for meals are supported by list of names of participants, number served and per person cost. Meal costs do not exceed the maximums.

    5. Lodging invoices/receipts are for official participants only supported by participant list, do not exceed the maximum and additional charges for room service, meals, etc. are not claimed.

    6. Taxes are deducted.

    7. There are not charges for alcoholic beverages.

  4. Off-Campus events held exclusively or primarily for employes of the same institution (retreats).

    1. Prior approval of the Institution Business Representative (IBR) was obtained if mileage, fleet or meeting room costs were incurred.

    2. Refreshment break invoices/receipts meet the criterion for eligibility and allowability. Refer to Appendix A, Section B of the Meeting and Planning Guide for UW Sponsored Events

    3. Meal invoices/receipts meet the criterion for eligibility and allowability. Refer to Appendix A, Section C of the Meeting and Planning Guide for UW Sponsored Events

    4. There are no claims/charges for lodging.

  5. Student fee-sponsored events involving primarily non-UW employes:

    1. Purpose and date of event are indicated.

    2. Student Organization approval is indicated where required (refer to FAP - Segregated University Fees (F50).

    3. Meal expenses are reasonable. [Meal maximums are not applicable]

    4. Refreshment expenses are reasonable.

    5. Taxes are deducted when the event is held in-state. Refer to Appendix I of the UWSTR for other states that allow exemptions.

    6. There are no charges for alcoholic beverages.

  6. Reception Expenses [Refer to Appendix A, Section D, of the Meeting and Planning Guide for UW Sponsored Events]

    1. Approval by Dean, Director, Department head or above.

    2. Statement or document attached substantiating the official business relatedness of the event.

    3. Reception, if social in nature, is allowable under Financial Policy and Procedure Papers FAP - Travel Regulations (F36) - Section VI, FAP - Segregated University Fees (F50) or FAP - Recruitment/Retention of Students (F26).

    4. Justification and approval for holding event in other than a UW facility or at an off-campus facility, if applicable.

    5. Costs for food and beverage are reasonable.