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Hospitality for FYS Social & Candidate Recruitment

To request reimbursement or payment for FYS Social or Candidate Recruitment, the Hospitality Payment Form should be completed and sent to the appropriate department/person for processing. FYS Social forms and receipts should be emailed to Accounting Services (seacctsv@ius.edu). Candidate recruitment forms receipts should be emailed to the designated budget analyst or account delegate.

NOTE: Receipts for reimbursement must be submitted in a timely manner to comply with the IRS Accountable Plan (FIN-ACC-620). Receipts older than 60 days will be subject to payroll tax and must be processed through payroll.

Events with Hospitality Expenses < $10,000 (Excludes Grant Accounts)

The Southeast campus does not require approval for events with hospitality expenses less than $10,000.

To ensure a clean audit trail, it is required that financial documents (REQS, PCCR, IB, DV, etc.) related to hospitality expenses under $10,000 include the Hospitality Data Form as an attachment.

The collection of the Hospitality Data Form to document the business purpose of the hospitality expense is the responsibility of the Account Manager. The Account Manager is also responsible for ensuring hospitality expenses comply with the IU Hospitality Expenditures policy (FIN-ACC-50) and are billed to the appropriate object code.

For events utilizing Conference & Dining Services, email Rhonda Embry (rhembry@ius.edu) the Hospitality Data Form to include as an attachment for the billing document. Rhonda will not initiate an internal billing until the completed data form is received. Incomplete forms will not be accepted.

Events with Hospitality Expenses $10,000+ (Excludes Grant Accounts)

The Budget Committee must approve events with hospitality expenses totaling $10,000 or more during budget construction. Requests should be submitted through the Hospitality Request Form included with the annual budget packet. If your event is approved, you will receive a memo from Administrative Affairs detailing the amount of expense approved.

If a hospitality event $10,000 or more comes up mid-year that was not approved during budget construction, you will need to complete the Hospitality Request Form. The form should be sent to Accounting Services at least one month prior to hosting the event for review and approval. If the mid-year event is approved, you will receive notification through email.

To ensure a clean audit trail, it is required that financial documents (REQS, PCDO, IB, DV, etc.) related to hospitality expenses $10,000 or more include the Hospitality Data Form as an attachment.

The collection of the Hospitality Data Form to document the business purpose of the hospitality expense is the responsibility of the Account Manager. The Account Manager is also responsible for ensuring hospitality expenses comply with the IU Hospitality Expenditures policy (FIN-ACC-50) and are billed to the appropriate object code.

For events utilizing Conference & Dining Services, email Rhonda Embry (rhembry@ius.edu) the Hospitality Data Form to include as an attachment for the billing document. Rhonda will not initiate an internal billing until the completed data form is received. Incomplete forms will not be accepted.

Grant Account Hospitality (4* & 5* Accounts only)

Hospitality requests for contract and grant accounts (4* & 5* accounts) will not be subject to review by the Budget Committee, as approval for hospitality expenses is granted directly by the agency.

To ensure compliance with the Office of Research Administration (ORA) policies, data must be collected related to ALL grant hospitality expenses. The Hospitality Data Form should be completed and attached to the financial document related to your hospitality expense. Additionally, a program/agenda for the event and a roster including the names of the students, staff, etc. who attended the event should be attached.

The collection of the Hospitality Data Form to document the business purpose of the hospitality expense is the responsibility of the Account Manager. The Account Manager/Principal Investigator is also responsible for ensuring hospitality expenses have been approved by the granting agency and that charges are billed to the appropriate object code.

Note: Contracts & Grants Administration has final approval for all grant-related expenses.

Hospitality Forms

Hospitality Object Codes:

  • 4025 – Hospitality – General
  • 4028 – Hospitality – Student
  • 4046 – Hospitality – Student Recruiting
  • 4047 – Hospitality – Faculty/Staff Recruiting
  • 4869 – Hospitality – Philanthropy and Development
  • 4026 – Hospitality – Conferences & Workshops

See the IU Hospitality/Special Expense Policy (FIN-ACC-50).

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