Approval Date: 2014-12-01

Effective Date: 2014-12-01

Responsible Unit: Department of Financial and Administrative Services

Procedure for Requesting Reimbursement of Hosting Expenses

Requests for payment of hosting expenses must be supported by a statement indicating that prior approval had been granted and must include the following details:

a) The type of location (luncheon, dinner, etc.).

b) The name of the organization and/or positions of the individuals hosted, as appropriate.

c) The justification for the hosting.

d) The cost of the hosting.

These details can be provided on the Visitor Approval form, or on the standard Direct Pay or on the Travel Claim form if the Visitor Approval and Direct Pay forms are not appropriate.

Receipts are required for all hosting charges except charges for home hosting provided in accordance with the Schedule of Reimbursable Expenses. Acceptable receipts are defined in Travel - General (Guidelines).  Exceptions from this requirement may be granted for valid reasons satisfactory to the Director of Financial and Administrative Services.

There shall only be one request for reimbursement of expenses incurred in respect of any guest or group of guests. Where more than one receipt is involved, such receipts shall be consolidated by the unit concerned before submission to the Department of Financial and Administrative Services.

An application to deviate from these guidelines or to cover costs not provided in these guidelines must be made to the Unit Head. If approved by the Unit Head, the application shall be submitted along with the claim form to the Department of Financial and Administrative Services. A Unit Head cannot approve for expenditures to be reimbursed for themselves or for activities identified as inappropriate for hosting.

Policies using this procedure:

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