POLICY

Drexel University will reimburse its faculty and staff, as well as other authorized individuals, for necessary local business and entertainment expenses that they incur while conducting business for the University. Reimbursement will be made for expenses that are properly authorized, reasonable and appropriately documented. This policy and its related procedures describe the guidelines for such expenditures and outline the process for reimbursement.

It is expected that all Drexel University faculty and staff will exercise appropriate care in incurring such expenses. Due to the University's tax status as a non-profit charitable and educational institution, a 501(c)(3) organization as defined by the IRS, such expenses should be moderate both in frequency and in amount.

Only actual expenses incurred will be reimbursed. Faculty and staff should neither gain nor lose personal funds as a result. It is the responsibility of each individual incurring such expenses as well as the individual approving such expenses to comply with the University's policies and procedures as set forth in this and other related documents.

  SCOPE

This policy and its related procedures are applicable to all University faculty and staff of all colleges, divisions, departments and units regardless of the source of funds supporting such expenses. This policy is also applicable to all non-University personnel who incur such expenses on behalf of the University. If such expenses are to be charged to a sponsored program, the terms of the grant or the contract will take precedence if they are more restrictive than University policy.

DEFINITIONS

Local business expenses:

These are expenses incurred by an individual while conducting University business in the metropolitan area of Philadelphia. Examples would include treating guests of the University to lunch and/or dinners, parking fees, local conference and/or seminar fees and other similar out-of-pocket expenses, including the cost of the faculty or staff member's meals associated with a seminar, conference or other such activity. In addition, meetings of internal staff for legitimate business purposes, which are held over a meal, will also be reimbursed. Reimbursement for the use of a personal automobile while conduction local business and/or entertainment on behalf of the University will be reimbursed in accordance with the University’s policy on mileage reimbursement No. 2.2.2

Local Entertainment expenses:

These are expenses incurred within the metropolitan area of Philadelphia while conducting ordinary and necessary business for the University which involves entertaining guests including the purchase of food and beverages as well as the paying for social and recreational activities for guests of the University.
Reimbursement for these expenses is to be made by completing a Local Business and Entertainment Expense Report. (D.U. Form No. 204) Expenses for seminars, conferences, etc. as well as entertainment expenses incurred outside of the metropolitan area of Philadelphia are to be reported on the University's Travel Business Expense Reimbursement Report. (D.U. Form No. 200) 

PROCEDURES/GUIDELINES

1. The University requires that local business and entertainment expenses be supported by original receipts (or the customer's copy of the credit card receipt). Photocopies of receipts will not be permitted for reimbursement.
2. Reimbursement of local business and entertainment expenses will be made only when a Local Business and Entertainment Expense Report is completed and fully approved. Full information for each item of expense must be provided as described on the report, including the name and location of the dining establishment, the purpose of the expense and affiliation, and names of the guests entertained, etc.
3. Reimbursement will only be made by a University check and will only be made payable to the individual completing the voucher.
4. The completed and approved voucher is to be sent to the University Travel Accounting Office for reimbursement.
5. If an individual plans to attend a local conference or seminar, he or she may request that the conference registration fee or other such expense be paid directly to the association sponsoring the seminar or conference by the completion of a Check Request. Any other expenses relating to attending a local conference or seminar would be reimbursed by completing a Local Business and Entertainment Report. There will be no advances provided by the University for local business and entertainment expenses.
6. Each Local Business and Entertainment Expense Report must be approved by the supervisor of the individual completing the report. An individual cannot approve his or her own expenses. Attached to this policy and procedure statement is a sample copy of the Local Business and Entertainment Report form.