Principle

Memorial University occasionally plays host to individuals and groups for a variety of operational reasons.  The purposes of these interactions may include public recognition (of student or employee achievements, donor contributions, and university achievements), recruitment (of students, faculty or staff), building relations with stakeholders (such as alumni, government, potential donors, and community groups), and institutional marketing (of university programs, services).  

Depending on the objectives of these interactions, hosting may take the form of campus visits, receptions, dining, and special events such as building openings, travel, workshops/seminars or other business-related entertainment.

Purpose

To ensure the proper administrative control and documentation of hosting expenses and to set forth guidelines with which such hosting will be conducted

Scope

Applicable throughout the University for all hosting and related expenses that may occasionally be approved by the appropriate authority. The policy applies to all funds administered by the University, i.e. operating funds, research grants, and trust funds.

These guidelines shall not be applicable where the hosting cost is being recovered through payment of fees or tuition from third parties (i.e., workshops, seminars and conferences).

Definitions

Home Hosting — Situations where guests to the University are hosted in an individual's home.

Restaurant Hosting — Situations where guests to the University are hosted at a selected restaurant.

Unit Head — All Deans, Directors, the University Librarian, Associate Vice-Presidents, and Vice-Presidents as appropriate.

Policy

The policy provides discretionary authority to a Unit Head, for the reasonable application of this policy, for ensuring guidelines and procedures are observed and that strict economy is exercised.  The responsibility may be delegated, in writing, to a position that directly reports to the Unit Head.

Prospective employees may be hosted at the University's expense for up to two meals per day for a maximum of two days.  The total expenditure in respect of hosting for that individual shall not exceed the maximum hosting expenses stipulated in Hosting General. (See below) Such amounts may be approved by a department head or equivalent if the Unit Head has delegated his/her responsibility.  Amounts in excess of those specified are to be approved by the appropriate Unit Head in accordance with these guidelines, provided that such expenses are deemed to be in the best interests of the University.

Hosting expenses must be approved before being incurred. For all official visitors to the University this approval will be evidenced on the Visitor Approval Form. Approval for all other hosting expenses shall be evidenced by a written request.

Examples where hosting is appropriate include:

a) All official visitors to the University. Ordinarily, no visitor shall be hosted at the University’s expense on more than one occasion.

b) Prospective faculty, staff and graduate students (up to two meals per day, for a maximum of two days).

c) Distinguished visiting lecturers.

d) Workshops, retreats, seminars and business meetings involving University faculty and staff. Such occasions should occur infrequently, and not on a regular basis.

e) Bottled water, coffee, tea and soft drink supplies required by the Unit Head for hosting.

f) Working luncheons when it is the only available time for essential meetings to occur. Such occasions should occur infrequently, and not on a regular basis.

g) An annual reception for standardized patients utilized in academic exercises.

h) Receptions following public lectures funded by trust funds or sponsored donations.  Discretion should be exercised on the determination of the total number of guests.

i) Public receptions to recognize the contribution of a major benefactor.  Discretion should be exercised to balance the number of guests and the size of the donation.

Examples where hosting is not appropriate include:

a) Social functions such as Christmas parties.

b) Retirement functions for University employees.

c)  Luncheons or dinners attended solely by University employees.

d) Beverages and refreshments for the general use of faculty, staff and students.

e) Activities involving students, where the number of faculty exceeds the number of students.

f)  Activities involving spouses of faculty or staff, except when hosting prospective faculty who are accompanied by a spouse.

g) Sightseeing trips for prospective University employees.

h) University employees hosting other University employees.              

i)  Regular department or faculty, staff meetings attended solely by employees.

Hosting General

a) Hosting expenses up to the amount specified in the Schedule of Reimbursable Expenses may be authorized by the appropriate authority provided that the expenses incurred are reasonable and are in accordance with the procedures contained in these guidelines.

b) A special hosting allowance for the specific use of the Deans or Directors reporting to the Provost and Vice-President (Academic), up to the annual amount approved by the Vice-President shall be permitted to be spent on hosting expenditures which would not normally be permitted under these guidelines. University documentation standards shall apply. 

c) The acquisition of liquor services is permitted on a restricted basis on campus.  Prior written approval must be received from the Department of Financial and Administrative Services. 

Home Hosting

Home hosting may be an appropriate form of hosting in certain situations.

a) The maximum number of individuals for whom home hosting expenses will be reimbursed will be based on the maximum dollar entitlement if restaurant hosting had been used (refer to the Schedule of Reimbursable Expenses for restaurant hosting) divided by the maximum rate per person permitted under the Schedule of Reimbursable Expenses for home hosting.  

b) The maximum total reimbursed will be based on the maximum numbers of individuals calculated above (a) times the maximum rate allowable under the Schedule of Reimbursable Expenses for home hosting.

c) Generally this will result in the same cost for the hosting but will permit approximately twice the number of individuals to be hosted including the spouse of the host.  Balance between internal and external attendees is encouraged. 

Restaurant Hosting

Restaurant hosting may be an appropriate form of hosting in certain situations. The number of individuals for whom restaurant hosting expenses will be reimbursed are as follows:

a) In the case of a single visitor - a maximum of the guest and three University employees.

b) In the case of a visitor accompanied by a spouse - a maximum of the guest and spouse of the guest, and two others, one of which may be the spouse of a University employee.

c)  In the case of a group of official visitors, the total number of the group as approved by the appropriate Dean. In such case, the Unit Head is encouraged to maintain a reasonable balance between the number of University employees and the number of visitors.

The maximum reimbursement will be in accordance with the Schedule of Reimbursable Expenses.

Related Documents

Schedule of Reimbursable Expenses
Visitor Approval Form

Procedures: