Alcoholic beverages consumed while traveling will not be reimbursed unless purchased in conjunction with necessary business entertainment. A business meal occurs when a University employee entertains business associates, professional colleagues, students and others over a meal during which a business discussion takes place. Entertainment expenses that are non-reimbursable include parties or meals for birthdays, weddings, births, secretary's day, bosses day, or parties that are not sponsored by the department and made available to all employees. The use of alcoholic beverages for business purposes should be kept to a minimum. Alcoholic beverages purchased when traveling on University business will only be reimbursed if purchased in conjunction with necessary business entertainment.
Alcoholic beverages are unallowable for indirect cost allocation purposes.
All University sponsored events at which alcohol is served e.g. meetings, conferences, receptions, parties, retirements, fund raisers etc., must be considered entertainment and charged to Object Code 5214. Alcoholic beverages that are used for entertainment functions in Pennsylvania must be purchased in Pennsylvania. Entertainment Entertainment expenses are expenses incurred for business entertaining at which food and beverages, alcohol, catering services, banquet facilities, decorations and musicial groups may be used. If paying a caterer, facility or transportation provider directly and a contract is involved, payment must be processed through Acquisition Services. Reimbursement for Business Meals and Entertainment For guidelines on reimbursement for business meals and entertainment, click on Expense Reimbursement for details.