Hospitality, Entertainment, Meetings

Hospitality and Entertainment applies to entertainment expenses paid from all University administered accounts, including grants and contracts.

Hospitality and Entertainment (H&E) includes:

  • business related meals that involve University guests, external customers and donors.
  • department-wide events held exclusively for UBC employees, such as team building events, celebration of achievements and December holiday gatherings.
  • All H & E expenses must be pre-approved by the Unit Head. The approver should consider the optics of the H & E and the benefit and value the H & E has for the University.

While it is UBC’s preference not to incur alcohol costs, a reasonable amount of alcohol when conducting University business is permissible (e.g. one glass per person). Bottles of wine ordered should be chosen from the lower end of the price range and alcohol ordered should be reasonable in relation to the food component of the bill, generally not exceeding 30% of the total bill.

Maximum expense/person permitted for H & E are as follows:

  • Daytime Event (up to 6:00pm)    $40/person
  • Evening Event    $80/person

The above rates are all inclusive of venue rental, food, alcohol, taxes and gratuities at 15%.

Total expenses in excess of the maximum expense per person must be pre-approved by the respective Dean/VP or President before moving forward with the commitment.

A detailed receipt documenting the business purpose, names of attendees and associated organizations must always be provided as support for reimbursement.

Expenses incurred on personal life events that are of a recurring nature are not eligible for reimbursement from University funds (i.e. birthdays, anniversaries, etc.). The celebration of these events is not intended to be discouraged as faculty and staff can voluntarily hold events to honour these individuals.

Meetings

Meetings that do not fall under the H & E guidelines (i.e. business-related meetings held exclusively between UBC employees), the UBC per diem rates will apply.

The frequency of food and refreshments offered at meetings during University business hours should be reasonable. Discretion should be exercised regarding the amount and type and restrictions associated with funds used. For example, it is reasonable to have refreshments at meetings that generally last more than 2 hours or over a lunch period.

Amounts in excess of UBC per diem rates must be approved by the Unit Head.

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