How UW–Madison employees can pay for/get reimbursed for business meals.
A business meal is a breakfast, lunch, or dinner attended by multiple people which has a UW business purpose. Business meals may be attended by employees and non-employees. Examples of business meals include:
- Dinner with faculty members and a distinguished speaker after the speaker’s event.
- Lunch with an interview candidate and the interview committee.
Food and beverage expenses for business meals are payable/reimbursable when necessary to conduct University business (e.g. meal time was the only time attendees could meet) and pursuant to UW-3039 – Business Meals.
Business-related gatherings that are catered, require a room or space rental, require a contract to be signed, have a registration fee, or have an uncertain number of attendees are considered Hosted Events and are governed by Purchasing’s Events policy.
Events covered by the Official Functions and Expenses policy (UW-3075) are not business meals.
Meal limits
Payment/reimbursement for food and beverages associated with a business meal is subject to the following per person limitations using UW funding:
| Type of Meal | Continental United States | All other locations (including international) |
|---|---|---|
| Breakfast | $28 | $35 |
| Lunch | $31 | $40 |
| Dinner | $46 | $60 |
| Refreshment Break | $14 | $20 |
The maximum allowable amounts must be charged to UW-Madison funding before UW Foundation funding is used. If available, amounts in excess of these limits can be paid/reimbursed using UW Foundation funding or UW-Madison Gift funding. Any alcohol purchased must be paid or reimbursed using UW Foundation funding. The total amount of alcohol may not exceed $50.00/person, and the total amount charged to UW-Madison and UW Foundation funding must not exceed $150/person.
Exceptions to the $50/person alcohol limit and $150/per person meal limit must be requested in writing to the Associate Vice Chancellor of Business Services. Approval must be obtained prior to report submission, attached to the expense report, and the dollar amount of the exceptions will be billed to UW Foundation.
Payment and receipts
Payment
Payments charged to UW Foundation funding may be made via a Purchasing Card, Shared Liability Card, or out-of-pocket payment method.
Receipts
All business meals must be supported by an itemized receipt, an agenda, and a list of attendees, including how each of the attendees is affiliated with the university.
Contact
Contact expensereimbursement@bussvc.wisc.edu with questions.