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Title: Receptions and Entertainment
Subject: Accounts Payable
Policy No: Fin: 2015:06
Applies: University-wide
Issuing Authority: President
Responsible Officer: Senior Vice President for Finance and CFO
Adopted: 11/01/2015
Last Revision: 09/01/2018
Last Reviewed: 09/01/2018

I.    PURPOSE

To set Rowan University guidelines regarding expenditure of State funds, faculty practice funds, and non-state grant funds for entertainment and official receptions.

 II.   ACCOUNTABILITY

Under the direction of the President, the Executive Vice President, Provost, and Sr. Vice Presidents are responsible for ensuring University implementing this policy. The Vice Presidents, Deans, Department Managers and Supervisors shall ensure compliance with this policy.

III.  APPLICABILITY

This policy applies to all full-time, part-time, permanent and temporary employees, faculty, staff, officers, volunteers and students.

IV. DEFINITIONS

1. Dignitary – A notable or prominent public figure; a high level official; or one who holds a position of honor. A dignitary, as defined by the State's circular letter, is not a State employee. This does not include existing or potential vendors.
2. Entertainment – activities, events or functions provided or held for the benefit of students of State institutions, dignitaries, and other "non-state" employees which are paid from public funds.
3. Retreat – a meeting of state employees held away from the normal work environment in which organizational problems and procedures are discussed. The retreat must last a minimum of one day and must be approved by an appropriate Vice President or the President.

 V.  REFERENCES

1. State of NJ Uniform Ethics Code
2. Plain Language Guide to New Jersey's Executive Branch Ethics Standards  
3. State of NJ Uniform Ethics Code Addendum - Scholarly Capacity Impact Statement  
4. State of New Jersey Circular letter 11-09-OMB – Entertainment, Meals, and Refreshments
5. Rowan University Travel Policy

VI. POLICY

1. General Requirements:

1. The University complies with guidelines set forth by the Department of the Treasury of the State of New Jersey, regarding use of appropriated state funds and this policy conforms to State laws and regulations.
2. Expenses for entertainment and official receptions may only be approved by the President, Provost, Sr. Vice Presidents, Vice Presidents, Deans, Department Chair or Department Head, except when specifically designated in writing. Reimbursement requests will include descriptive information on the Entertainment Form Link to Accounts Payable Website for downloadable Reimbursement Forms: https://sites.rowan.edu/accountspayable/forms/index.html to demonstrate the expenses comply with New Jersey State laws. Any charges for entertainment and official receptions which do not meet the criteria outlined in this policy may be denied.
3. An original itemized meal receipt and proof of payment is required in order to be eligible for reimbursement. In the event that excessive expenditures were authorized, the rational/petition and approval letters must be submitted in support.
4. On-campus catered events must utilize the services of the University's dining services vendor, Gourmet Dining, LLC. The vendor has established an E-Cater Link to the E-Cater ordering solution system for catering: http://rowan.e-cater.com.
5. This policy does not apply to private funds donated to the Rowan University Foundation or other separately incorporated affiliates of the University.

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1. Expenses for alcoholic beverages.
2. Meals and other expenses for functions held primarily for the benefit of University officials and/or employees (e.g., working lunches, staff meetings, departmental functions, etc.)
3. Receptions or other social functions held for or honoring any employee or group of employees of the State (retirement, awards, birthdays, weddings, anniversaries, appointments, or farewell/holiday gatherings, etc.). This also includes expenditures for most occasions, e.g., Administrative Assistant’s Day, Boss’ Day.
4. Expressions of recognition, gifts of flowers, fruit baskets, greeting cards, etc. to University Employees.
5. Meals or refreshments to be served to participants (other than students, officials, press-box personnel) or guests at any athletic or other games or contests.
6. Expenses for regularly scheduled professional organizational/departmental meetings.
7. Reception and entertainment for personal use or without a clear business purpose or costs associated with events hosted at an employee’s home.
8. Meals for non-employee spouses who may accompany an employee to official University events.
9. The use of University funds to entertain to solicit for charitable contributions
10. Individuals or departments may not make donations utilizing University funds.
11. Costs associated with employees, spouse, partner or family member to attend fund raising events unless specifically approved by the individuals listed in this policy under the accountability section
12. Holiday and seasonal decorations unless specifically approved by the individuals listed in this policy under the accountability section
13. Membership dues for private or social clubs and organizations unless specifically approved by the individuals listed in this policy under the accountability section of this document.

VII. ATTACHMENTS

1. Attachment 1 - Reimbursement Requirements

Attachment 1
Reimbursement Requirements

Departments should include the following information as part of the documentation to support official reception and/or entertainment events conducted by them on an Entertainment Form:

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