We have separate policies for 1) faculty/staff/consultant travel which
firmly adheres to Federal and State requirements for all, regardless of
funding source, and 2) recruitment and local (non-travel) business
meals. It seems that the questions which you raise are more closely
related to the latter item for us.
Meals related to, for example, recruitment and donor cultivation, i.e.
events which have a distinct University-related business purpose, are
not subject to the travel per diems, rather there is no cap with just a
reasonableness test applied – we expect that dinners will not be the
most expensive item at the most expensive restaurant in town. Purchase
of alcohol would have to be pre-approved with a non-governmental funding
source, e.g. gift account, identified. Again, there is no cap with just
a reasonableness test applied. Ultimately, it is the CFO who defines
reasonableness in the case of disputes.
Larry
>>> "Erika A. Hargadine" <xxxxxx@U.WASHINGTON.EDU> 12/3/2012 2:38 PM
>>>
Dear Colleagues:
I am looking for advice on ways in which you/your department/your
institution has handled educating your principal investigators on
federal/state/institutional/departmental policies on reimbursements for
meals over per diem and alcohol and what kind of departmental level
policies have been set.
Obviously, when applicable, we follow sponsor rules and then there are
federal and state guidelines and then our own institutional guidelines.
Generally speaking, the per diem rates we follow in our department are
set by the GSA. Alcohol is on purely discretionary funds and we have a
few budgets that allow for meals over per diem. These types of budgets
are determined by our institution and include discretionary funds and
clinical funds. Presently, as a department we have put further
restriction for meals over per diem. In the few times we allow it (for
instance, for faculty recruitment dinners), it is capped at 50 dollars
a person and they are allowed a nice bottle of wine per four people
capped at 50 dollars a bottle. Part of the reason for this is declining
funds which can cover these types of meal reimbursements and discussions
over what is appropriate use of funds going forward. There was a time,
many years ago, we had large amounts of discretionary funds but these
funds have declined over time.
Unfortunately, we have had pushback from faculty for our departmental
policies. Comments have ranged from "you are making these rules up" to
"It is impossible to take guest speakers out to dinner at 32 dollars a
plate and I won't incur these expenses on my own dime" to "how can we
collaborate with researchers if we are discouraged by per diem" and so
forth.
I am just curious as to how others have handled this issue and how they
have educated faculty on these types of policies which restrict meal and
alcohol reimbursement. On a personal note, it has me flummoxed that
there is so much push back in a time of fiscal belt tightening and
economic downturn. I am hoping to better communicate these policies
with faculty so that perhaps we can all return to concentrating on more
important matters.
E.
Erika Hargadine CRA | Manager of Program Operations
Department of Pathology, University of Washington
Box 357470 |1959 NE Pacific Street C517
Seattle, WA 98195
Office 206-616-7562 Home Office: 206-713-4060
Hours: M-F 8-5 PM (occasional Fridays @ 4PM)
NEW: See the 2012 Purchasing Seminar
PowerPoint!<https://www.box.com/2012purchaseseminar>
[med]
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