Business Meals

Body

External Guest Business Meals

When the appropriate University funding source is available and can be used for such purpose, the University may pay or reimburse pre-approved and properly documented meals for which the primary purpose is a business discussion. Business meals must include at least one non-University employee whose presence is necessary to the business discussion.  Expenses may be incurred only for those individuals whose presence is necessary to the business discussion (no spouses).  The University will not pay or reimburse meal expenses that lack documentation or a clear business purpose.

a. For every business meal, the following is required: a list of attendees, original/itemized receipts, business purpose, time/date/location of meal.

b. Tips are limited to not exceed 20% of bill.

c.  Expenditure amounts for meals will be deemed “reasonable” if they do not exceed the following: Breakfast/Lunch - $20 per person, Dinner: $50 per person

d. Business meals are exempt from sales tax.

e. As a general rule, alcohol is not permitted. Any questions on alcohol permission should be directed to Nikki. 

All purchases, including business meals and alcohol purchases, must include a business purpose justifying the necessity of the expenditure. Purchases involving food and beverage must also include a list of attendees.  The College of Arts and Sciences limits the number of business meal attendees to 4, plus the guest. OSU attendees are limited to current OSU employees. (Include both meal forms OSP, UNIV, Business meal guidelines)
 

Faculty Lab Business Meals

When the appropriate University funding source is available and can be used for such purpose, the University may pay or reimburse pre-approved and properly documented meals at University functions for which the primary purpose is a business discussion. Expenses may be incurred only for those individuals whose presence is necessary to the faculty lab and the business discussion (no spouses). The University and the department will not allow payments for “lab meals/ outings which do not involve work related topics”.

a. The expenditure should be reasonable and appropriate for the number of attendees necessary to the faculty lab and the business discussion (no spouses).

b. Alcohol will not be permitted at such meals at University functions.

c. Expenditure amounts for meal requests at University functions for food purchases for a faculty lab working breakfast, lunch, or dinner will be deemed “reasonable” by the department if they do not exceed the following:

i.   The faculty member may have one working business meal to discuss lab plans, have lab end of semester wrap-up, etc. per semester with up to $20.00 per person (meal at/ catered by a restaurant), not including tip.

ii.   Anytime catering orders are placed, no excess can be ordered beyond the max per person limit of the RSVP’d attendees necessary to the faculty lab and the business discussion.

iii.   If the faculty member prefers, instead of one working business meal @ $20 max/ person, the faculty member could choose the other option of two working business meals to discuss lab plans, have lab end of semester wrap-up, etc. per semester at up to $10.00 per person (pizza, cookies, and/or light refreshments), not including tip.

d. A University Business Meal Form or an OSP Business Meal Form must be completed and provided to the Fiscal Associate along with a business meeting agenda for such meals. If you are using the P-Card, these need to be provided ahead of the event.

Remember: if you are ordering food and beverages from somewhere that does not provide Coke products, you will either need to provide Coke products separately or you will be responsible for paying for any non-Coke beverages you purchase. Please see the key contracts for more details.