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Travel and Entertainment Regulations

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Since many business and professional discussions, negotiations, and transactions take place during periods of entertainment, it is recognized that business entertainment is important to the operation of the University. By definition, business entertainment involves those expenses incurred in extending reasonable hospitality to University guests. Claim for reimbursement of entertainment expenses incurred while not in travel status should be submitted on a direct pay form.

The intent of these regulations is to provide guidelines for control purposes. Therefore, the following conditions must be met before entertainment expenses may be authorized.

No entertainment expenses shall be incurred that are contrary to State statutes and applicable regulations. Expenditures for alcoholic beverages, civic and other club dues, and lobbying efforts are specifically prohibited.

Reimbursement requests (direct pay forms) for entertainment that includes the purchase of refreshments for use at a University location (when such entertainment meets the criteria herein described) should include a completed, approved food use form (Exhibit J). The form should include, among other things, documentation of the purpose of the entertainment and personnel (University, non-University and students) attending.

Combined Travel and Entertainment

On occasion, an employee who travels for the University entertains an official guest of the University at a meal while in another city. In this case, the actual expenses of the guest's meal are reimbursable to the employee according to the entertainment guidelines of the University. The expenses of the employee's meal, however, are reimbursable according to the out-of-state travel regulations if out-of-state travel was involved, or according to the in-state travel regulations if in-state travel was involved. Claim for reimbursement of entertainment expenses while traveling must be submitted on the appropriate travel form along with other travel expenses. Entertainment expenses for all persons, except for the meals of the employee, should be listed in the “Other Expenses” section of the travel form. Employee meals that are part of the entertainment should be listed in the “Meals” section for out-of-state travel but should not be listed for in-state travel (since the in-state per diem covers this expense).

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