Hosting Policy
This policy work aligns with Memorial’s commitment to our internal due diligence and accountability and addresses a 2023 recommendation of the Auditor General’s Office to review categories and thresholds of allowable hosting expenses.
Please note that this policy is not intended to be an event planning or protocols policy. It is focused on expenditures related to providing food and beverage, and honorariums and gifts in support of educational, research or service activities related to the university’s mandate only. Other expenses related to organizing an event are subject to available budget and unit head approval.
Key highlights of proposed changes within the draft policy include:
- Reinforced principles of ethical, sustainable and responsible financial decision-making when spending resources that flow through the university on hosting.
- Descriptions of allowable expenses and language related to the special hosting allowance have been moved to the Procedure for Hosting Expense Management.
- Proposed new language includes:
- Responsibilities
- Gifts and honorariums
- Cannabis
- Deviations
Key highlights of proposed changes within the draft procedure include:
- A form will be created for more consistent pre-approval of hosting expenses (aligned with work on the travel expense management system).
- Delivery charges would become an allowable expense in addition to the per person Hosting rates.
- Home hosting has been proposed for removal from university policies and procedures.
- Sections have been developed for hospitality extended to external individuals, and hospitality extended to internal individuals only.
- Any meetings between internal individuals only (routine or otherwise) are not eligible for payment or reimbursement.
- Charges on the special hosting allowance may still occur outside of established thresholds without pre-approval or deviation but can only be charged for activities that are within policy and procedure parameters. For example, the allowance cannot be used to support meetings or social functions with only internal individuals.
- Where hosting charges from operating funds are expected to be over $7,500, the expenditures must be pre-approved by the Vice-President (Finance and Administration.
Further, per person Hosting Rate' adjustments of $25, $35 and $60 (including taxes and gratuity) for breakfast, lunch and dinner respectively are proposed to replace “Restaurant Hosting” rates currently found in the Schedule of Reimbursable Expenses.
For Consideration During Review
It is expected that hosting expense reimbursement will flow through the new travel expense management system and therefore the proposed Procedure for Hosting Expense Management will likely require revisions as the system is designed and implemented.
As you review the drafts, please consider whether the proposed requirements are clear, practical, and identify any unintended operational impacts. Recommendations that strengthen the documents while maintaining Memorials' commitment to sound responsible financial stewardship are welcome.
Please submit feedback to policy@mun.ca
Drafts for Review