- Attach a receipt in Y-Expense showing transaction date, place, and itemized details (not just a credit card payment receipt.)
- For 12 or fewer participants, list the names of each individual and their organizational affiliation.
- For 13 or more participants, clearly identify the name or nature of the group rather than listing individual names.
- Provide a brief, but complete, description of the business purpose and/or topics discussed.
- If non-business guests are also present at the meal, the cost should be separated by the restaurant, with only the expenses for business meals to be paid on a university credit card. If this is not done, the non-business meals should be identified as personal in Y-Expense.
Note: Meals not properly documented and recorded represent taxable income to either the participants or the responsible BYU employee.
Payments for business meals and hosting should be paid using a university payment tool (i.e. campus card, or purchasing, travel, or corporate card). In rare instances where a vendor will not accept a credit card, and time does not permit Fast Track processing, a convenience check may be obtained from Purchasing & Travel.
Annual Employee Dinner
The current allowable rate for the approved annual employee dinner is $20.50 for 2017 and $20.75 for 2018, per planned attendee including meals, decorations, entertainment, etc. Any excess must be paid by the individual participants.
Last updated: 11/07/2017
C-233 C ASB