Entertainment Expenses

UBC Entertainment Expenses Policy #84 states:

“The University covers the cost of entertainment expenses incurred by members of faculty and staff in support of the University’s mission while maintaining controls for accountability. Per Policy #84, acceptable purposes for incurring entertainment expenses for University business will normally involve a University guest, visitor, or benefactor. Entertainment expenses incurred for University business may include food, beverages, and social or recreational activities.  In addition, “The determination of what constitutes reimbursable expenses for entertainment is the responsibility of the administrative head of unit. If gifts form part of the event, they will normally be tokens of appreciation of modest value offered at the discretion of the person authorized to entertain. If gifts of significant value are contemplated, approval from one administrative level higher is required.”

Please note for the Faculty of Land and Food Systems “reasonable” entertainment expenses are defined as follows:

Hospitality and Entertainment (involving external visitors, guests, and donors.)

  1. Dinner expenses for visitors, candidates for positions, and other departmental guests may be authorized up to a maximum of $80 per person, inclusive of tax, gratuity at 15%, and alcohol.
  2. Daytime meal expenses including breakfast/lunch for visitors, candidates for positions, and other departmental guests may be authorized up to a maximum of $40 per person, inclusive of tax and gratuity at 15%.
  3. Welcome lunch for new hired faculty/staff*, Faculty-wide events held exclusively for UBC employees such as team building, celebration of achievements and December holiday gatherings should follow the same guidelines above.

The total cost of alcohol must not exceed 30% of the total bill, any alcohol costs associated with meals other than dinner will not be reimbursed.

Working meetings (involving UBC personnel only)

  1. Dinner expenses for working meetings may be authorized up to a maximum of $30 per person, inclusive of tax, gratuity at 15%.
  2. Luncheon expenses working meetings may be authorized up to a maximum of $16 per person, inclusive of tax and gratuity at 15%.
  3. Breakfast expenses for working meetings may be authorized up to a maximum of $14 per person, inclusive of tax and gratuity at 15%.
  4. Catering for meetings should be limited. If catering is incurred in the example noted above, cost/individual should not exceed the UBC per diem rate for the related meal.
  5. Expenses incurred on personal life events and accomplishments such as birthday, graduation, anniversary, wedding, etc. are not eligible for reimbursement from University funds. The celebration of these events is not intended to be discouraged as faculty and staff can voluntarily contribute for gifts and hold events to honor these individuals.

All claims for reimbursement of entertainment expenditures must be well documented. As required by UBC policy, all expense claims must:

  • Be approved by one administrative level higher.
  • Be accompanied by original itemized receipts, please note credit card slips alone are not sufficient.
  • Include a list of attendees and the business purpose.
  • Be submitted within 90 days of incurring the expense (with required supporting documents and approval). Expenses submitted after 90 days will not be reimbursed.

* Welcome lunch for student employee or staff in short term positions should follow UBC per diem rate.