New Meeting and Hospitality Expense Policy
Due to provincial legislation as part of the Broader Public Sector Accountability Act, 2010, Wilfrid Laurier University is subject to the regulations outlined in the Broader Public Sector Procurement Directive and the Broader Public Sector Expense Directive. These directives have required substantial changes to the Meeting and Hospitality Expense Policy at the University.
With feedback gathered from faculty and staff at the BPS Procurement and Expense training sessions that have been ongoing since August 2011, and will continue in throughout 2012, the University has revised section 10.Meeting and Hospitality Expenses of the Expense Reimbursement Handbook to provide further guidance and clarity. This revised section can be found in the handbook and as a separate document on the Financial Resources website at the following link, https://www.wlu.ca/docsnpubs_detail.php?grp_id=1165&doc_id=49253. The Expense Reimbursement Handbook can now be found in an easily accessible online format at the following link, http://www.wlu.ca/page.php?grp_id=1165&p=19970, where it can be bookmarked for quick reference.
The revision in this policy makes a clearer distinction between what the University considers a hospitality event, business meal (meeting expense), and social event and outlines when these expenses are acceptable or not in sections 10.1, 10.2, and 10.4. New policy in regards to providing meals to contractors and consultants is included in section 10.3. Guidance on how to submit a meeting and hospitality expense claim is provided in section 10.5 and 10.6. It is recommended that all faculty and staff consult the policy before incurring a meeting and hospitality expense.
As part of this revision, changes to various expense forms and reports were required. The following expense forms have been changed or created. Their use is outlined in section 10.5 of the handbook. All faculty and staff should use the most recent version of a form or report when submitting an expense, which can be found on the Financial Resources website at the following link, http://www.wlu.ca/forms.php?grp_id=1165.
Meeting Expense Form (updated)
Hospitality Expense Form (updated)
PCard Meeting Expense Report (updated)
PCard Hospitality Expense Report (updated)
If you have any questions or concerns please contact Nicole Gerry, Co-ordinator: Accounting and Financial Training, Financial Resources, at email@example.com or extension 6348.
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