UNCW policy 5.107 Business-Related Entertainment Expenditures provides the policy standards for entertainment expenses for both on and off campus events. To avoid a taxable event, all business-related entertainment expenses must be substantiated with a business purpose.
Business‐related entertainment must be directly related to the mission/purpose of the university and can be used for non‐travel and travel events.
Applies to business‐related entertainment events that could be defined as either internal (i.e. includes UNCW employees and/or students) or external (i.e. includes participants outside UNCW).
On campus business‐related entertainment events serving food require catering by ARAMARK unless the food cost is under $250 or the event organizer has received a waiver in writing directly from ARAMARK.
On campus business‐related entertainment events including alcohol are subject to UNCW policy 5.303 Alcohol Policy and must be catered by ARAMARK.
Applies to employees and student groups participating in off campus activities for all university business‐related entertainment events that
If an employee or employee group is participating in an off campus business‐related entertainment event which includes travel expenses (such as mileage, parking, or other ground transportation) in addition to the entertainment expense, a pre‐approval must be submitted and approved in Chrome River Travel for the host prior to the event for both the travel and entertainment expenses. After the event, the host must submit an expense report with the required support documentation within 30 days of the event.
If an employee or employee group is participating in an off campus business‐related entertainment event with no travel expenses and only the entertainment expense, the host must submit the reimbursement request with the required support documentation in Chrome River Direct Pay within 30 days of the event. No travel pre‐approval or travel expense report will be required for any participants.
Venues subject to North Carolina ABC laws are the most appropriate off campus venues if alcohol will be served at a business‐related entertainment event. Business‐related entertainment events including alcohol in private homes is discouraged to protect the university and the participants.
4.30.2024