Entertainment/Business Meals Policy

(including alcohol, spouse guidelines)
Last Revised – 12/08/14



After a review of Administrator expenses by Audit Services last year, it was brought to our attention that there were inconsistencies in the Entertainment policies (including alcohol expenses) promulgated by the ProCard and Accounts Payable offices.  In addition, our review of business meal expenses indicated there was a need to create a policy to define criteria in which it is permissible to provide/pay for food in conjunction with a business meeting.  The lack of a standard set of guidelines makes it difficult for departments to understand acceptable criteria, approvals, and supporting documentation, and also creates difficulty for the ProCard and Accounts Payable offices to properly assess the validity of such expenditures.

To address this, a committee was formed to recommend changes to current policies and propose new policies.  In summary, the following changes/additions were approved:

  • Payment for Entertainment/Business Meals - mandate use of the ProCard for entertainment and business meal expenses.  If a RFD should be approved on a limited exception basis, the signature of the department head/chair is no longer required.
  • Alcohol Purchases using the ProCard – remove the requirement to obtain written pre-approval from the director, chair, or higher.  The approver’s signature on the Transaction Summary Log indicates approval of the purchase.
  • Personal Events – prohibit the use of University funds for personal events such as baby showers, weddings, birthdays, etc.
  • Tipping – create guidelines for appropriate tipping at entertainment events, business meals, or for catering orders.

Budget & Financial Planning
Phone: 502-852-6166

Grawemeyer Hall
Room 20
Louisville, KY 40292

Bursar's Office
Phone: 502-852-6503

Houchens Building
Room 101
Louisville, KY 40292

Controller's Office Administration
Phone: 502-852-6164

Service Complex
2nd Floor
Louisville, KY 40292

Accounts Payable and Travel
Phone: 502-852-8237

Service Complex
2nd Floor
Louisville, KY 40292

Payroll Office
Phone: 502-852-2978

Service Complex
2nd Floor
Louisville, KY 40292

Position Management
Phone: 502-852-2346

Personnel Services Building
1980 Arthur Street
Louisville, KY 40208-1707