ISU Home | A to Z Listing of Web Sites | Search
Home | Table of Content | A-Z Index | Search Handbook

Part 5. Financial Services

Section III. Moving/Recruitment/Travel/Official Social Function Guidelines

D. Official Social Functions Guidelines (Updated 3-07)

1. Refreshments and Meals for Official Meetings

Per State Travel Policy and Procedures, refreshments and/or meals may be provided to those attending University-sponsored meetings and/or training sessions under the following criteria:

Refreshments:

a. The meeting or training session has a published agenda and attendance is mandatory;

b. The meeting or training session has an intended duration of three (3) hours or more;

c. There are five (5) or more attendees; and

d. The total per attendee cost of the refreshments does not exceed the allowable partial day meal reimbursement for breakfast, per refreshment break, currently $7.50.

Meals:

a. The meeting or training session has a published agenda and attendance is mandatory;

b. Location or scheduling conflicts do not lend themselves to a meal recess;

c. The meeting's business is furthered by speeches, presentations or interpersonal exchange that would not normally occur on a daily basis;

d. The meeting or training session has an intended duration of six (6) hours or more;

e. There are five (5) or more attendees; and

f. The per attendee cost of the meal does not exceed the allowable partial day meal reimbursement, currently $10.50.

2. General

Idaho State University serves Eastern Idaho as a social and cultural center. The University, its officers, and its faculty are often called upon to sponsor, support, or participate in various functions. These functions, referred to as “Official/Social Functions” in institutional accounting and management terminology and in which ISU officials are expected to participate, can take many different forms. Because of the role of the University and the unique positions the campus occupies in the state and because participation is expected and has been historically practiced, the expenditure of certain University funds for such purposes is necessary, appropriate, and in the best interest of those serving and being served by Idaho State University.

Recognition of the University as a public trust is a necessary guide for socially-related expenditures. The University’s use of funds is subject to public scrutiny. The guiding principle should be that expenditures are for the good of the University and are consistent with public expectations, both in the region and state.

3. Funding Sources

Funds come to the University from a variety of sources, with differing restrictions and accountability to different publics. Examples of the appropriate use of these different funds for social functions are listed below:

a. Appropriated Funds (Funds appropriated by the Legislature which include general account revenue, state endowments, and certain student fees.) Expenditures for social functions from appropriated funds are to be those where the primary purpose of the event is in response to individuals or groups external to the University.

(1) Examples of Allowable Expenditures:

(a) Faculty/staff recruiting.

(b) Accreditation visits.

(c) Volunteers.

(d) State Board of Education.

(e) Legislators and State Officials.

(f) Student recruitment.

(g) Public relations.

(h) Expenses for educationally related, professional associations or groups hosted by the University.

(2) Examples of Non-Allowable Expenditures:

(a) Alcoholic beverages.

(b) In-house social functions.

(c) Expenses for individuals related to membership in local clubs, social, or community organizations.

b. Local Funds (All University-generated revenues other than appropriated funds.)

(1) Examples of Allowable Expenditures:

(a) All allowable expenditures for appropriated funds.

(b) Student and/or employee recognition or events.

(c) Citizen and donor recognition or events.

(d) Alumni relations.

(e) Attendance at community activities where institutional participation is required or expected.

(f) Refreshments for meetings.

(g) Alcoholic beverages, when a part of a larger event or meal, when such is expected and appropriate (Departments are encouraged to use Foundation or other non-University funds for the purchase of alcoholic beverages whenever possible.)

(2) Examples of Non-Allowable Expenditures:

(a) Paying for social functions from local funds which are restricted to other purpose, i.e., individual course fees.

(b) Expenses for individuals related to membership in local clubs, social, or community organizations, unless the membership is a requirement of the position.

(c) Meals or expenses for groups or visitors to the campus, not in any way related to institutional business.

(d) Personal in-house social functions, such as office and birthday parties. Unit functions are permissible.

c. Foundation Funds (Funds of the ISU Foundation, Bengal Foundation, or the Idaho Museum of Natural History Foundation which are designated for the benefit of the University or individual departments)

(1) Examples of Allowable Expenditures:

(a) All allowable expenditures for appropriated and/or local funds.

(b) Other expenditures when specifically approved by the donor.

(2) Examples of Non-Allowable Expenditures (Same as for local funds unless specifically approved by or unrestricted by the donor).

4. Guideline Interpretations Decisions concerning the appropriate expenditures under these guidelines are to be made by the Dean and/or Director of the college or unit. Help in interpreting these guidelines should be sought from the Business Manager/Financial Services.