UGAF@Work - Meal, Entertainment & Alcohol Form - UGA Development & Alumni Relations

Phone

This field is for validation purposes and should be left unchanged.

This form is required to be submitted in UGAF@Work for all meal, entertainment, and event/function payment and reimbursement requests. Please review the UGAF Meal, Entertainment, and Alcohol Policy before submitting to confirm documentation and approval requirements.

Payee Information

Payee Type(Required)

Amount to be Paid/Reimbursed(Required)

Supplier/Vendor Name(Required)

New vendors should be setup in the UGAF database prior to submission of payment request.

UGAF Assigned Payee Vendor Number (Optional):

Employee (Payee) Name(Required)

Employee (Payee) will receive an emailed copy of completed form.

Employee (Payee) Email (ude.agu@DIyM esU)(Required)

Are you submitting this reimbursement request on behalf of another person?(Required)

Submitter Name(Required)

Submitter will receive an emailed copy of completed form.

Submitter Email (ude.agu@DIyM esU)(Required)

UGAF@Work Supplier Request Number (optional)

Generated by starting transaction in UGAF@Work

Type of Meeting, Entertainment, or Event/Function

Itemized receipt(s) must be submitted in UGAF@Work for all Event Types. When alcoholic beverages are included, food versus alcohol should be clearly identified. If multiple payment documents are submitted to the Foundation and/or UGA for the same meal, then a copy of all documentation related to the meal must be included for review of the alcohol vs. food ratio.

Event Type(Required)

Select an event type to view definitions.

Employee Business Meeting and Other Per Diem Activities (OPD)

Typically conducted during normal UGA business hours.

Meals, non-alcoholic beverages, and/or snacks may be included.
Alcohol cannot be served or consumed.
Spending limits: $25 Breakfast/$40 Lunch/$70 Dinner per person, including taxes, fees, and gratuity

Employee Business Meeting generally limited to UGA employees and the primary purpose of the meeting must be to conduct University business.

Required documentation:
- Attendee list (attach in UGAF@Work or enter below)

Other Per Diem Activities generally refers to exceptions to UGA’s Food and Business-Related Entertainment Policy.

Agenda not required
Required below:
- Attestation to number of attendees (List UGA employees and relationships to University)

Business Entertainment — Meal or Meal and Alcohol

Includes meals or entertainment involving individuals external to UGA, such as donors, prospects, or prospective employees, for the purpose of building or maintaining a business relationship.

Spending limit: $75.00 per person, excluding taxes, fees, and gratuity.
Required documentation:
- Attendee list (attach in UGAF@Work or enter below)
- Itemized receipt(s) that clearly identify food versus alcohol

Business Entertainment — Alcohol and/or Non-Meal Food

Includes entertainment involving individuals external to UGA, such as donors, prospects, or prospective employees, for the purpose of building or maintaining a business relationship.

Spending limit: $75.00 total, including taxes, fees, and gratuity.
Required documentation:
- Attendee list (attach in UGAF@Work or enter below)
- Itemized receipt(s)

Business Entertainment - Employee Team Building

Includes meals or entertainment involving UGA employees when the primary purpose is camaraderie, team building, or boosting morale.

Required documentation (attach in UGAF@Work or enter below):
- Attendee list
- Itemized receipt(s)
- Documented pre-approval by the Dean, VP, Director, or delegate

Event/Function

An Event/Function is a planned, large scale, programmatic gathering that may include a meal and/or entertainment and is intended for a broader audience and typically involves individuals external to UGA (e.g., donors, prospects, alumni) for the purpose of conducting University Business. It is typically recurring and includes a preplanned budget.

Required documentation:
- An attendee list or, if a confirmed attendee list is unavailable, an invitation list (attach in UGAF@Work or enter below)
- An agenda, except for fundraising, alumni, and ticketed events
- Itemized receipt(s)

Date of Meeting, Entertainment, or Event(Required)

Location of Meeting, Entertainment, or Event/Function(Required)

Please provide the specific location of gathering (e.g., restaurant or venue name; campus building with room number and address).

University Related Business Purpose(Required)

Important

If the Dean or Academic Vice President responsible for approving payments from the governing fund was a participant in the meeting, entertainment, or event/function, approval by the Senior Vice President for Academic Affairs/Provost is required. Documentation evidencing the required approval must be submitted in UGAF@Work along with the payment or reimbursement request.

Attendee Information

Number of Attendees(Required)

Please enter a number greater than or equal to 0.

Please Indicate How You Will Provide Your Attendance List(Required)

Number of Attendees - UGA Employees(Required)

List by Name and Relationship to University

Please Indicate How You Will Provide Your Attendance List(Required)

Number of Attendees - Non-UGA Employees(Required)

By entering a number here, you attest to the number of attendees that are not employees of UGA)

Total Number of Attendees

Funding Source

Source of Funding(Required)

Gift Name (Optional)

Gift Number (Optional)

Unrestricted Budget Name (Optional)

Unrestricted Budget Number (Optional)

Attestation

Alcohol Service Guideline Attestation

When alcohol is purchased or provided for an Event/Function, the Foundation requires compliance with the guidelines set forth in the “UGA Event Alcohol Guidelines.” Please review the guidelines and check the box below to certify that the guidelines were followed.

Expense Details

In order to accurately calculate the food/alcohol ratio, percent gratuity, and per person amounts, please enter the total amount for each category for the Meeting, Entertainment, or Event/Function. (i.e., Total Expended should equal all amounts paid and to be paid for gathering.) To arrive at the Amount to be Paid/Reimbursed, use the space provided to enter Amount(s) Previously Reimbursed or To Be Reimbursed by UGAF or UGA. For all previous reimbursements please include the UGAF and/or UGA Payment Number.

Food & Non-Alcoholic Beverages excluding fees, taxes, gratuity(Required)

Percent of Food and Alcohol

Non-meal Food (e.g. appetizers) & Non-Alcoholic Beverages(Required)

This field is hidden when viewing the form

Percent of Food and Alcohol

Alcoholic Beverages, excluding fees, taxes, gratuity(Required)

Percent of Food and Alcohol

! Alcohol exceeds 30% of Food & Alcohol. Please see below for additional instructions.

Food and Alcohol Subtotal

Expended Per Person (Food + Alcohol)

! Food and Alcohol exceed $75.00 per person. Please see below for additional instructions.

Fees (Optional)

(e.g.; fees for servers, bartenders, corkage and room usage fees)

Tax(Required)

Subtotal for Gratuity Calculation

Gratuity(Required)

Percent of Food, Alcohol, Fees, and Tax

! Gratuity Exceeds 25% of Food, Alcohol, Fees, and Taxes. Please see below for additional instructions.

Total Expended

Total Expended Per Person (Food, Taxes, Gratuities, and Fees)

! Expenditure exceeds allowable per person limit. Please see below for additional instructions.

Amount previously Reimbursed or To Be Reimbursed by UGAF or UGA in a separate request

Amount to be Paid/Reimbursed

Employee Business Meeting Exception

The spending limits for Employee Business Meetings that include meals are $25 per person for breakfast, $40 per person for lunch, and $70 per person for dinner, inclusive of taxes, gratuities, and applicable fees. If these limits are exceeded, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted in UGAF@Work with the reimbursement or payment request.

Alcohol Exception

The amount spent on alcohol exceeds 30% of the subtotal for food and alcohol. In accordance with UGAF policy, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted in UGAF@Work with the reimbursement or payment request.

Gratuity Exception

The general guideline for gratuity is 25% of the subtotal for food, alcohol, fees, and taxes. If gratuity exceeds 25%, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted in UGAF@Work with the reimbursement or payment request.

Business Entertainment - Meal or Meal and Alcohol Exception

The spending limit for Business Entertainment is $75.00 per person, exclusive of taxes, gratuities, and fees. If the spending limit is exceeded, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted in UGAF@Work with the reimbursement or payment request.

Business Entertainment - Alcohol and/or Non-Meal Food Exception

The spending limit for Business Entertainment Meetings with 'Drinks Only' or 'Drinks with Non-meal Foods' is $75.00 for food and alcohol, excluding taxes, gratuities, and fees). If this limit is exceeded, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted in UGAF@Work with the reimbursement or payment request.

UGAF@Work – Meal, Entertainment & Alcohol Form

Payee Information

Type of Meeting, Entertainment, or Event/Function

Employee Business Meeting and Other Per Diem Activities (OPD)

Business Entertainment — Meal or Meal and Alcohol

Business Entertainment — Alcohol and/or Non-Meal Food

Business Entertainment - Employee Team Building

Event/Function

Attendee Information

Funding Source

Attestation

Expense Details