Reimbursement Rates for Local Hospitality and Entertainment
Publication Date: January 1, 2014
Revision Date: August 3, 2023
In Effect as of August 1, 2023
| Type of Hospitality/Entertainment |
Description |
Reimbursement Rate |
Other |
|---|
|
Hospitality
|
- Allowances to entertain external party in the course of undertaking University business
- Examples: hosting job candidate, donor, guest speaker, etc.
|
- Breakfast: $35/person
- Lunch: $60/person including alcohol
- Dinner: $105/person including alcohol
- Receipts are required as supporting documentation
|
- Some University employees could be in attendance but normally the cost of entertaining fellow University employees is not reimbursable, except in unusual/special circumstances
- For large special events such as awards recipients or major donor events, these must be approved by the VP/Provost or in the case of the VP/Provost, by the Principal
|
| Annual Employee Function |
- To enable all University employees to celebrate one significant occasion per calendar year (virtual or in presence)
- Examples: holiday party, summer BBQ, etc.
|
- $75/employee/calendar year
|
- Should normally be pre-approved/organized by a member from the Senior Leadership team
|
| Exceptional Work Sessions |
- Activity or event for which primarily University employees gather for an extended period of time for exceptional work-related purposes.
- Examples: workshops, planning/training sessions, professional development, team building opportunities, other extended activities where individual breaks for meals may not be feasible.
|
- Alcohol is prohibited.
- Coffee/tea/beverages/light snack/breakfast: $15/person/day
- Lunch: $25/person/day
|
- Must be hosted by a Senior Manager/Director or above.
|
| Special Event |
- Celebrations for milestones
|
- Award recipient
- Major donor gift
- Retirement party
|
- To be approved by VP/Provost or, in the case of the VP or Provost, by the Principal
|
Applicable to all University Funds except Research Funds (i.e. Research Grants and Contracts - 2F and 2M fund types)
All amounts quoted do not include sales taxes nor tips.
Tips (added to the amount + sales taxes) must not exceed 18%.
In Effect until July 31, 2023
| Purpose |
Details of Purpose |
Examples |
Allowances |
|---|
|
Hospitality
- Applies to Deans, AVPs and above
- Any employee who might entertain non-McGill colleagues as part of his or her function
|
- To host/entertain non-employees
- Some University employees would be in attendance
- Can be held on or off campus
- Normally the cost of entertaining fellow University employees is not reimbursable, except in unusual/special circumstances
|
- Donor relations
- Fund raising
- Employee recruitment
- Events to host visiting speakers
- Business meetings
|
- Breakfast: $25/person
- Lunch: $40/person
- Dinner: $65/person
- Alcohol: Add $15/person for lunch and dinner, particularly for recruitment, visiting speakers, and donor relations
|
| Work Sessions /Meetings |
- Events at which primarily University employees gather within a work setting on campus or virtually
|
- Workshops
- Meetings
- Planning/training sessions
|
- No alcoholic drinks will be reimbursed by the University
- Meals: $25/person
- Coffee, tea, beverages, light snacks if outside meal time
|
| Employee Function |
- To enable all University employees to celebrate a significant occasion (virtually or in presence)
- Team Building activities
|
- Holiday Party/Team Building events
|
- $50/employee/calendar year
|
| Special Event |
- Celebrations for milestones
|
- Award recipient
- Major donor gift
- Retirement party
|
- To be approved by VP/Provost or, in the case of the VP or Provost, by the Principal
|
Applicable to all University Funds except Research Funds (i.e. Research Grants and Contracts - 2F and 2M fund types)
All amounts quoted do not include sales taxes nor tips.
August 3, 2023: Updated the hospitality description from "Meal per diems to entertain..." to "Allowances to entertain...". The addition of the fourth bullet point to Reimbursement Rates for hospitality: Receipts are required as supporting documentation
August 1, 2023 Updated reimbursement Rates for Local Hospitality and Entertainment.
January 28, 2022 Removed from Special Events “Campus and virtually.”
January 19, 2022 Replaced “All prices quoted are maximum allowable expenses, including taxes (normally 15%) and tips.” with “All amounts quoted do not include sales taxes nor tips.”
November 23, 2021 - Updated the guidelines with the additional note: “All prices quoted are maximum allowable expenses, including taxes (normally 15%) and tips.”