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

This form is required to be submitted in UGAF@Work for vendor payments and reimbursements to individuals for all meal and entertainment payment requests. Approvals must be kept on file at the department level and made available to the Foundation upon request. Please see the Meal, Entertainment, and Alcohol Policy for additional information and required documentation.

"*" indicates required fields

Name

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

Payee Information

Payee Type*

Supplier/Vendor Name*

UGAF Assigned Payee Vendor Number

The UGAF Assigned Payee Vendor Number is generated by starting transaction in UGAF@Work. New vendors not in the UGAF database should be setup prior to submission of payment request.

Employee (Payee) Name*

Employee Email*

Use Your ude.agu@DIyM Email

Are You Submitting This Form For Yourself?*

Submitter Name*

Submitter Email*

Amount to be Paid/Reimbursed*

UGAF@Work Supplier Request Number

Entering the UGAF@Work Supplier Request Number is optional. To generate this number, navigate to UGAF@Work and start a transaction.

Funding Source

Source of Funding*

Gift Name

Gift Number

Unrestricted Budget Name

Unrestricted Budget Number

Cost Center

Fund

Program

Event Details

Event Type*

Select an event type to view definitions.

Employee Business Meeting

Employee Business Meeting is a meeting typically conducted during normal UGA business hours that includes meals, non-alcoholic beverages, and/or snacks that is generally limited to UGA employees where the primary reason for the meeting is to conduct University Business. Alcohol cannot be served or consumed, and an attendee list and agenda are required.

Business Entertainment

Business Entertainment includes meals and entertainment that may involve one or more individual(s) external to UGA (e.g., donors, prospect, prospective employee) for the purpose of conducting University Business, specifically to build or maintain a business relationship with identifiable individuals. Additionally, meals and entertainment involving only UGA employees where the primary purpose is camaraderie, team building, and boosting morale are considered Business Entertainment. Alcohol is permitted to be served and consumed, and an attendee list is required. An agenda is not required.

Event / Function

Event/Function is a planned 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. An Event is typically recurring and includes a preplanned budget. Alcohol is permitted to be served and consumed. An attendee list must be provided. If a confirmed attendee list is not available, an invitation list may be submitted in its place. An agenda is generally required, except for fundraising, alumni, and ticketed events.

Date*

Location*

University Related Business Purpose*

Check here if a Dean or academic Vice President was a participant and is an approver for the related governing fund.

Important: For entertainment expenses incurred when a Dean or academic Vice President was a participant and is an approver for the related governing fund, please route requests through the Senior Vice President for Academic Affairs/Provost for approval.

Attendee Information

If your event type requires an attendance list, you may use this form to generate and complete the attendee list, or you may upload an attendance list as an attachment in UGAF@Work.

Number of Attendees*

Please enter a number greater than or equal to 0.

Please Indicate How You Will Provide Your Attendance List*

Attendance List*

Names, Categories, Defined Group

Relationship to University

Expense Details

Food*

Percent of Food and Alcohol

Alcohol*

Percent of Food and Alcohol

! Alcohol exceeds 30% of Food & Alcohol

This field is hidden when viewing the form

Food and Alcohol Subtotal*

Fees*

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

Tax*

Gratuity*

Percent of Food, Alcohol, Fees, and Tax

! Gratuity exceeds exceeds 25% of Food, Alcohol, Fees, and Taxes

This field is hidden when viewing the form

Subtotal for Gratuity Calculation

Total Expended Per Person

! Exceeds $25 per person allowable limit.

! Exceeds $40 per person allowable limit.

! Exceeds $70.00 per person allowable limit.

! Exceeds $75.00 per person limit.

! Exceeds $75.00 total limit.

Total Expended

Gratuity Exception

The general guideline for Gratuity is 20% of the total bill. If gratuity exceeds 25%, the Dean or Vice President must approve the reimbursement or payment. This approval authority may not be delegated. Please submit proof of approval with reimbursement or payment request, if required.

Business Meeting Exception

The spending limit for Employee Business Meetings that include meals are $25 for breakfast, $40 for lunch, and $70 for dinner per person including taxes, gratuity, and fees. If limits are exceeded the Dean or Vice President must approve the reimbursement or payment. This approval authority may not be delegated. Please submit proof of approval with reimbursement or payment request.

Business Entertainment Exception Meal or Meal and Alcohol

The spending limit for Business Entertainment Meals is $75.00 per person including taxes, gratuity, and fees. Per UGAF policy, the Dean or Vice President must approve this reimbursement or payment request. This approval authority may not be delegated. Please submit proof of approval with reimbursement or payment request.

Business Entertainment Exception Alcohol and/or Non-Meal Food

The spending limit for Business Entertainment with alcohol and non-meals is $75.00 total including taxes and gratuity. If this limit is exceeded the Dean or Vice President must approve the reimbursement or payment. This approval authority may not be delegated. Please submit proof of approval with reimbursement or payment request.

Alcohol Service Guidelines Attestation

By initialing below and submitting this form, you attest that the following "Guidelines Concerning University Events Where Alcoholic Beverages are Served or Provided" were followed:
	1. Alcohol was not self-service and the server was not consuming alcohol
	2. Alcohol was restricted to the residence or event site and guests were not allowed to leave with alcohol
	3. Non-alcoholic drinks were offered

Alcohol Attestation Signature*

This field is hidden when viewing the form

Breakfast

This field is hidden when viewing the form

Lunch

This field is hidden when viewing the form

Dinner

This field is hidden when viewing the form

drinks only

This field is hidden when viewing the form

Total Per Person*

UGAF@Work – Meal, Entertainment, & Alcohol Form

Payee Information

Funding Source

Event Details

Attendee Information

Expense Details