2361 TRAVEL AND ENTERTAINMENT REIMBURSEMENT POLICY- MEALS AND
Resp. Office: Purchasing Services
Approval: Chief Procurement Officer
Effective: July 1, 2008,
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To provide guidelines with regard to meals and entertainment when traveling or
entertaining on behalf of the University.
Other policies are provided for specific travel and entertainment (T&E) topics in the
policy number series 2351 through 2370 and are listed at 2351.1 Travel and
Entertainment Reimbursement- Detail Listing.
The T&E policies and procedures apply to all individuals, including employees,
students, and non-employees, traveling and entertaining on behalf of the University
and seeking reimbursement for related expenses from the University regardless of
the funding source.
Traveler and Entertainer Responsibility
It is the responsibility of every Penn representative to act in a prudent and
reasonable manner when entertaining on behalf of the University. Penn
representatives are expected to be familiar with the meal guidelines listed below, to
abide by those guidelines and to retain and submit itemized receipts for meals of $25
Responsibility of Approvers
The TAC (Transaction Authorization Card) holder assists the travelers and
entertainers, as well as their higher level approver, with understanding and
complying with the process outlined below and ensures that all documentation
requirements have been met prior to submission of reimbursement requests to the
central processing organization.
It is the responsibility of the TAC holder to ensure that a completed Entertainment
and Business Meal Worksheet (C-1A) has been attached listing the date of the
business meal or function, location, person or persons entertained and their
affiliation, business purpose and amount. It is also the responsibility of the
authorized signer to ensure that any alcoholic beverages are charged to the correct
object code, 5214, since they are u