The ‘Hospitality and Working Meal Expenses’ policy governs what Carleton University will pay or reimburse for hospitality and working meal expenses incurred directly for University business and research purposes.
The maximum allowable expenditure for both hospitality and working meals is determined by the University’s per diem rates. The University’s per diem rates are updated to match the National Joint Council each year on July 1st.
Hospitality/Events
- Hospitality/events are for hosting visitors and guests for University business in support of its educational, research or service activities.
- Meals or events such as departmental retreats, staff recognition or retirement celebrations are not considered hospitality/events for the purposes of determining expenditure and reimbursement amounts.
- The per person cost for food, beverage and gratuity shall not exceed double the University’s per diem meal rate. Expenditures above this amount will not be paid by the University.
- Alcohol:
- Where permitted,
- one alcoholic beverage, per person, per meal, or
- for major hospitality events that include the service of alcohol and last more than two hours, not more than two alcoholic beverages per guest.
- Alcohol is not permitted to be expensed to most externally sponsored research funds.
- Where permitted,
Working Meals
- A working meal must be for the principal purpose of carrying out University business. If a meal does not meet the above ‘hospitality/events’ definition, then it is considered a working meal for internal attendees.
- Meals or events such as departmental retreats, staff recognition or retirement celebrations are considered working meals for determining expenditure and reimbursement limits.
- The per person cost for food, beverage and gratuity shall not exceed the University’s per diem meal rate. Expenditures above this amount will not be paid by the University.
- Alcohol is not permitted.
You must ensure that expenses are allowable within this policy and/or applicable granting agency requirements.