Business Related Entertainment Guidelines

UNCW policy 5.107 Business-Related Entertainment Expenditures provides the policy standards for entertainment expenses for off campus events. To avoid a taxable event, all business-related entertainment expenses must be substantiated with a business purpose.

EXAMPLES OF BUSINESS-RELATED ENTERTAINMENT

Business-related entertainment must be directly related to the mission/purpose of the university and can be used for non-travel and travel events. 

• External guests (most often “Business Entertainment”)
  • Donors, prospective employees, community leaders 
  • Athletic recruits, prospective students
  • Programmatic discussions with outside schools or community organizations
• Employees
  • Organized staff meeting
  • Professional development
  • Team building
• Employees and invited guests
  • Retirement party
  • Holiday party

TYPES OF EVENTS

Off campus non-travel events:

Applies to employees and student groups participating in off campus activities for all university business-related entertainment events that

• Are not in travel status (i.e. less than 35 miles from UNCW (duty station)),
• Have one employee acting as the host and incurring business-related entertainment expenses for the entire group, and
• May occur any time of day (i.e. before, during, or after business hours).

If an employee or employee group is participating in an off campus business-related entertainment event with the expectation of being reimbursed for travel expenses such as parking or mileage but is not in travel status, a travel pre-approval must be submitted and approved in Chrome River Travel for the host prior to the event for 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.

Off campus travel events:

Applies to employees and student groups participating in off campus activities for all university business-related entertainment events that

• Are in travel status (i.e. 35 miles or greater from UNCW (duty station))
• Have an approved travel pre-approval in place that includes business-related entertainment expenses
• Have one employee acting as the host and incurring business-related entertainment expenses for the entire group, and
• May occur any time of day (i.e. before, during, or after business hours).
• •  

All travel expenses and reimbursement requests are subject to State and University policies and procedures. See UNCW Policy 05.191 University Business Travel

ACCOUNT CODES FOR BUSINESS-RELATED ENTERTAINMENT

• 953962 - Business Entertainment (Off Campus) - Used when external guests are included
• 953969 - Entertainment Other (Off Campus) - Used with internal guests only
• 953820 - Adv/Alumni Fundraiser Entertainment (Advancement use only)
• 953979 - Business Entertainment – Ath Teams (Athletics use only)

REMINDERS

• General funds 1xxxxx cannot be used for entertainment expenses.
• Departmental pcards can be used for these expenses with prior approval from the Director of Purchasing (See Entertainment Expense Pre-Approval Form).
• Advancement may use departmental pcards for these expenses without prior approval.
• PO’s should be used whenever possible to secure a venue for entertainment. Comments should be added to the pre-approval/expense report or Direct Pay request in Chrome River with the PO# and vice versa with the Chrome River information added as a comment on the PO.
• If a UNCW employee or student is traveling in their own vehicle to participate in an off-campus business-related event, they are personally responsible for motor vehicle accidents, moving violations, tickets and/or fines incurred while they are enroute to or from the event.
• For on campus non-travel events, see the Direct Pay main page