PS-05.A.01 - Entertainment Expenditures Policy

3.3.1. Identification of the persons or group being entertained. If a small group is being entertained (ten or fewer), the names of all attendees should be provided; for large groups (greater than 10), only the name of the guest(s) of honor should be provided along with the number of attendees.

3.3.2. A statement indicating the reason for such entertainment. The statement must reflect how the entertainment will benefit UHD and how the attendees will contribute towards the programs or activities being targeted (In the case of those funded from sponsored project funds, the benefit to the specified sponsored project).

3.3.3. The place of entertainment.

3.3.4. The date of the entertainment. If alcoholic beverages were served, the time that alcohol was served is also required as alcohol consumption is not permitted during regular business hours (before 5:00p.m. on Monday - Friday). This restriction also applies to employees who are traveling on University business and employees who work an alternative work schedule (7:00a.m.- 4:00p.m., 9:00a.m. - 6:00p.m., etc.).

3.3.5. Approval from the responsible vice president if business meal total, including tax and gratuity (not to exceed 20%), is over $100 per person. The only exception to the $100 person limit is business meals involving the President, since it is sometimes necessary to exceed that amount when the President meets with distinguished guests. Business meals involving the President will be paid or reimbursed based on actual expenses, including gratuity, that are supported by receipts.

3.7.1. Travel funded by Fund 5 cost centers must be approved by the Provost/Senior Vice President for Academic Affairs or their designee.

3.8.1. Prospective Faculty and Staff: UHD recruits faculty and staff in a highly competitive market. It is the University's policy to invite prospective faculty and staff, and on occasion, both candidate and spouse, to visit the University. Travel and other reasonable expenses for such activities are reimbursable under this policy.

3.8.2. Official Guests of the University: UHD is not normally expected to reimburse official guests for travel and related expenses, except when the guests travel to the University on specific invitation. Examples of official guests are as follows: visitors from other countries, representatives of research organizations, visitors from other universities, guests invited to assist in the development of new programs (both paid and non-paid consultants), and business and community leaders from Houston, the Gulf Coast region, and the State at large. The relationship between the visitor and UHD faculty and staff attending the function must be clearly indicated, particularly for those visitors who are on specific business on behalf of UHD.

3.8.3. Conference, workshops, meetings and seminars: Entertainment expenses incurred while hosting these functions are reimbursable, provided appropriate documentation is presented, as indicated above. In the event the activity is supported by income from registration fees, all expenses, including entertainment, must be covered by the revenue produced by the event.

3.8.4. Receptions: Receptions held by the President and other designated campus officials shall be reimbursed as entertainment.

3.8.5. Club Memberships and the University of Houston Hilton Hotel: Certain officers, as part of the employment contract to carry out designated official responsibilities, have club dues paid in part by UHD. Should there be charges of a personal nature, then the employee shall deduct that amount from the bill and remit that portion directly to the club. Entertainment of a personal nature will not be charged to University accounts at the University of Houston Hilton Hotel.

3.8.6. Spousal Travel and Entertainment: UHD recognizes the vital role a President's spouse can play in representing the University, and guidelines for appropriateness, approval and reimbursement of travel and entertainment expenditures are discussed in UHS Administrative Memorandum 03.A.21.