Hosted Meals (Seminars & Events)

UW Business Services Site

University funds may be used to pay for group meals where UW business is conducted or the meal is otherwise supported by a UW business purpose. Business Meals must primarily be for discussing UW business such as open positions, scientific research, and possible collaborations. Though they can have a social element if the meal is held at a restaurant. Payment/reimbursement for Business Meals on UW funding is limited to pre-determined rates. Amounts in excess of these rates and alcohol are not allowable on UW funding and may be charged to the Wisconsin Foundation and Alumni Association if funding is available.

Note: Sponsored projects (fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses. Please contact the Research or Sponsored Programs accountant for your award with any questions.

Policy Detail

I. Payable/Reimbursable Business Meals. Business Meals are payable/reimbursable when it is necessary to conduct UW business during a meal.Common examples of payable/reimbursable Business Meals include:

  • Breakfast/Lunch/Dinner with faculty members and a distinguished speaker after the speaker’s event
  • Breakfast/Lunch/Dinner with an interview candidate and the interview committee
  • Breakfast/Lunch/Dinner with a research team on-site when individual meals would be impractical or if research activities would be significantly disrupted if a meal were not provided. Note: For events that are catered, require a room/space rental, require a contract or charge a registration fee, see Hosted Events. For events that are primarily social in nature, see Policy 340 – Official Functions and Expenses.

II. Payment/Reimbursement Rates. Payment/reimbursement of Business Meals using UW funding is limited to the following, per person, including tip:

 Type of Meal  Within Wisconsin  Outside Wisconsin 

III. Use of Wisconsin Foundation and Alumni Association (WFAA) Funds. Amounts in excess of the allowable per person limits or expenses for alcohol may be charged to Wisconsin Foundation and Alumni Association (WFAA) funds, if available. The overall payment/reimbursement made with both UW and WFAA funds may not exceed $100/person, including tip. Reimbursement for wine using WFAA funds may not exceed $50/bottle.

IV. Sales Tax. Sales tax is not payable/reimbursable for Business Meals in Wisconsin. See Policy 500 – Tax Exemption for more information on sales tax in other states.

V. Tips are limited to 20%. Any amount over 20% is non-reimbursable.

VI. Payment Methods. Payment for Business Meals with UW funding may be made via personal credit card and reimbursement for the out-of-pocket expense can be done after the meal. Any Business Meal expenses to be charged to WFAA funding must be made with either the My Corporate Card or reimbursement for out-of-pocket expenses. Expense allocated to WFAA funding must not be paid with the Purchasing Card.

VII. Documentation Requirements. All Business Meals must be supported by an itemized receipt, a Hosted Meal Form, an agenda or event poster, and an Event Participants Form.