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Guidelines for Local Hospitality and Entertainment

Effective January 1, 2014

Revision Date: January 28, 2022

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.

 

 

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.”

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