Indiana University Bloomington
Untitled Document
University-Wide Activities & Resource Page Banner


 

Hospitality Expenses
   
Activity: Hospitality Expenses
   
   
Policies: I-50   Allowable Hospitality Expenses
  http://www.indiana.edu/~vpcfo/policies/accounting/i-50.html
   
I-70   Payments for Memberships in Social Organizations
  http://www.indiana.edu/~vpcfo/policies/accounting/i-70.html
   
  I-80   Donations and Contributions to Other Entities
  http://www.indiana.edu/~vpcfo/policies/accounting/i-80.html
   
  I-280   Use of Object Codes for Unallowable Expenses for Indirect Cost Recovery Purposes
  http://www.indiana.edu/~vpcfo/policies/accounting/i-280.html
   
  I-330   Inappropriate Use of University Funds
  http://www.indiana.edu/~vpcfo/policies/accounting/i-330.html
   
  I-420   Disbursement Voucher Supporting Documentation
  http://www.indiana.edu/~vpcfo/policies/accounting/i-420.html
   
  I-430   Reimbursement of Meals for Emergency Situations
  http://www.indiana.edu/~vpcfo/policies/accounting/i-430.html
   
  I-450   Establishing and Generating Revenue Producing Activity (RPA)
  http://www.indiana.edu/~vpcfo/policies/accounting/i-450.html
   
  II-60   Reimbursement for Housing Allowances
  http://www.indiana.edu/~vpcfo/policies/budget/ii-60.html
   
  VII-2   Associate to the Chancellor
  http://www.indiana.edu/~vpcfo/policies/other/vii-2.html
   
   
Things to Know:
  • Promotional items
    		•
      http://www.indiana.edu/~purchase/
       
     
  • Disbursement Voucher Instruction Booklet located at:
    		•
      http://www.fms.iu.edu/fis/documentation/dv_07.pdf
       
     
  • Hospitality should be budgeted as a separate line item
    		•
       
     
  • Object Codes:

    •      - 4025 Hospitality
         - 4026 Conferences and workshops when a registration fee is charged
         - 4027 Contract and grant hospitality expenses
         - 4028 Student activity fee hospitality expenses
         - 4868 Promotional items
       
     
  • Contacts:
         BL - Rozzie Gerstman 5-1123
         UA - Steve Keucher 5-9438
    •    
     
  • Unallowable hospitality incurred in connection with a conference/workshop:
         - Create and attach IUF Check Request payment or reimbursement with original receipts
         - Create a DV associated with the account that received the income for the activity
         - Use object code 4026 on the DV and the reason “reimbursement for out of pocket expenses
         - DV will be used to transfer a portion of the revenue to the IU Foundation to cover only the unallowable expense
         - Once the DV is complete, print the document, attach the receipt(s) to the form that needs campus budget office approval
         - Complete the transfer approval form, attach all receipts and a copy of the DV together
         - Electronically send the DV on for appropriate routing
         - Send documents to Rozzie Gerstman, Bryan Hall 100 for further review
    •    
       
     
  • Hospitality Food Cost Guideline
    		•
      http://www.indiana.edu/~cats/formsAndDocs/hospitalityGuideline.doc