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Department of Computer Science
Business Office

Meal Reimbursement

Follow these instructions and guidelines to ensure your Meal Reimbursement is processed and approved by Accounts Payable.

When an employee/student has to use their money towards a University purchase that includes food. Common expenses include:

  • Student group events
  • Meals with visitors
  • Meals with students
  • Department Lunches

State Budget and Contract or Grant fund regulations prohibit the payment for food, refreshments, or alcohol. However, requests for such payments from non-contract and grant trust funds (e.g., gift accounts – 6 accounts) are allowed but require department head approval (with alcohol also needing additional approval from the Dean, which we will facilitate). Gift accounts must explicitly state that food or alcohol expenses are permitted.

Departmental start-up funding can be used for both food and alcohol. The department has established spending limits for meals with visitors, interviewees, or student groups when using start-up or departmental six-account funds.

MealSpending Limit
Lunch$33.00/person
Dinner$82.00/person
These limits are meant to be average. For example, if you are a party of four attending a dinner, your limit on reimbursement for the dinner is 4 * $82.00 = $328.00. It doesn’t matter how much each person spends. This includes tax and tips.

Documentation should be sufficient to indicate that the primary purpose of the expenditure is for the benefit of the University and, therefore, is not for the direct benefit of any employee.

Expense Attachments Required to Support Claim
Student Group EventsProvide information about the student event or program. This can include, but is not limited to, a flyer, Facebook post, Twitter post, etc., along with a list of attendees. If the event is open to the public, indicate this in the comments (e.g., “open to all,” “open to all students in Computer Science,” etc.). An itemized receipt is also required. To complete the documentation, ensure all fields on the reimbursement request form are complete.
Meals with VisitorsAttach a list of attendees, the meeting agenda, and an itemized receipt. Complete all fields on the reimbursement request form to meet the remaining documentation requirements.
Meals w/ studentsAttach a list of attendees and an itemized receipt. In the comment box labeled “Additional Details for Business Purpose,” note the key points of discussion or intended outcomes. Ensure all fields on the reimbursement request form are complete.
Department LunchesAttach a list of attendees, an agenda, and an itemized receipt. Complete all fields on the reimbursement request form to fulfill the remaining documentation requirements.
*Two receipts are required for restaurant purchases: the detailed bill showing the food and beverages purchased and the credit card receipt showing the total charge, including the tip. Ensure the food purchased matches the list of attendees. All receipts must show a form of payment and indicate either the total paid or a zero balance due. Receipts showing only a “total” without proof of payment will be rejected.

Need Help Completing the Meal Reimbursement Request Form?

If you need assistance with filling out the Meal Reimbursement Request form, click the link below for a step-by-step guide to help you complete each section accurately.

Meal Reimbursement Form Guide