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Policies
Toolkit
POLICY
ON
USE OF HSL DEPARTMENT UW CLUB CARD
PROCEDURES & GUIDELINES
Use of the HSL UW Club Card requires compliance to the University
of Washington's Policy and Procedure for the Purchase of Meals and/or
Light Refreshments for Meetings, Training Sessions and Recognition Awards
and Events (effective May 1, 2000).
University funds to purchase meals and light refreshments for employees,
students and official guests who are attending meetings or formal training
sessions are allowed as long as certain conditions are met. Use of University
funds requires that:
- The meal or light refreshment must be an integral part of the official
University meeting (lunch speaker, obtaining meals away from the meeting
location is disruptive to event continuity, etc.) and,
- Attendance will be advantageous to the University and,
- The purpose of the meeting must be to conduct official University
business or to provide formal training, and
- The meal or light refreshment must be conducted away from the employees'
normal place of work.
Other restrictions are in regard to the expenditure or reimbursement
dollar limitations where the meal is not to exceed the applicable travel
per Diem limit for the meal (current per diem rates can be accessed
at http://www.washington.edu/admin/finserv/travel//contracts.html#meal.lodging.rates).
Current meal rates for the Seattle Metro area as of October 1, 2008 are:
Breakfast - $16
Lunch - $19
Dinner - $29
Conditions for use of the department's HSL UW Club Card require:
Preauthorization Approval:
Director of the Health Sciences Libraries must
approve in writing any funding request prior to the date of the charge
expenditure.
Completion of forms for Preauthorization Approval:
Compete and turn in for signature authorization:
Types of Meetings/Events:
Charges to the card will ONLY be allowed for business related meeting/events
involving an Interview Candidate, a Guest Speaker presenting a seminar,
workshop or symposium or an important VIP Guest determined by the
Director.
Maximum Number of Attendees:
All employees attending the business related meeting would have their
meals charged to the account and paid for by the department. The maximum
number of attendees is SIX (total number includes applicant candidate,
guest speaker or VIP). The Director can approve
exceptions to this rule in advance. NOTE: This does not apply to OFF-CAMPUS
sites but only to the UW Faculty Club facility.
Receipts Obtained and Turned into Event Coordinator:
At the UW Club the Event Coordinator will present the HSL UW
Club Card to the cashier for the first initial run through the automated
system. The Event Coordinator will request each attendee obtain a
receipt from the UW Club cashier when purchasing meal. The Event
Coordinator shall collect the receipt(s), write the name of each attendee
on the receipt and turn in the receipt(s) to the Assistant to the
Director (AtD) for attachment to preauthorized approval forms. The
receipts are required for the monthly review and budget assignment
of charges to the UW Club Card billing statement. The AtD will
review the billing statement to assign the appropriate budget number,
attach copies of the Request For Expense Authorization on HSL UW
Club Card and UW Food and Beverages form (UoW 1798) prior
to the Director's signature authorization.
No Alcohol:
No alcohol is allowed as an expense.
Health Sciences Libraries
September 28, 2001
Updated: April 8, 2009
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