Business Meals
Generally, meal expenses that do NOT involve an OVERNIGHT stay are NOT reimbursable. (If you want to be reimbursed for meals while on overnight travel, see the Per Diem section under Travel.) The exception involves Business Meals-- which usually should be with at least one other non-UMW employee --for the purpose of discussing official State business. Meals for family members, significant others, etc. are NOT allowable. The Commonwealth establishes maximum amounts for business meals that are found on the Approval for Business Meal form .
Business
Meals are allowable when:
1.
The meal involves a substantive and bona fide business discussion that
is documented;
2. The appropriate Core Planning Group member approves a completed Business Meal Approval form in
advance (A list of ALL persons by name
involved in the meal and the reason for the meal MUST be included on
this form. If the "meal"or function is open to the campus
or a specific group, identify the group name and include an approximate
number.) and
3. An ORIGINAL, ITEMIZED receipt
showing all items purchased--not just the total amount--for the meal
is provided.
The University of Mary Washington will not pay for alcohol, and if alcohol is served, you should ask for it to be on a separate bill.
Click here for the Business Meal Approval form .
You should
NOT use your departmental GE MasterCard for business
meal expenditures.
Depending upon the business establishment's set-up with MasterCard, the charge may go through, but State regulations say that business meals are NOT allowable expenditures on the GE MasterCard. If you use your GE MasterCard to pay for a meal, you personally will have to reimburse UMW for the expense, attach the receipt of your reimbursement to UMW to the GE MasterCard log for the inappropriate GE MasterCard expenditure. You may then submit for proper reimbursement (see Reimbursements ) for the expense. Exception: You may use your GE MasterCard for purchases made through Sodexho Company and at grocery stores, but you MUST have a copy of the completed and signed Business Meal Form attached to your GE MasterCard log along with a detailed, itemized receipt.
See#2 at UMW Credit Cards for options of payments for business meals, such as with Faculty Recruiting. You may use your personal credit card and request reimbursement (see Reimbursements). If you use a UMW Credit Card, any amount exceeding the allowable rates listed on the Business Meal Approval form (or alcohol) will have to be reimbursed to the University. If you use your own credit card, you will be reimbursed up to the maximum allowed amount on the Business Meal Approval form.