Page History

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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

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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: 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.
2. Reasonable Allowable Expenses:
   In accordance with New Jersey State laws, the following expenditures can be authorized:
   1. Entertainment and/or recognition of students including meals, refreshments and any other expenses directly related to such entertainment.
   2. All reasonable costs of Commencement, Convocation, Student Orientation and Recruitment of Students activities.
   3. Entertainment of dignitaries and other "non-State" employees, including meals and refreshments and any other expenses directly related to such entertainment.
   4. Board of Trustees meetings, retreats and committee meetings and other events having direct involvement with a board member.
   5. Direct costs relating to the operation, functioning and promotion of programs and conferences in which a fee is collected from participants of the programs and conferences.
   6. Special events open to the public (alumni, etc.) in which a fee is collected from participants of the specific event to cover these expenditures.
   7. Recognition/appreciation events for a visiting speaker. The number of University personnel participating should be reasonable.
   8. Expenses for retreats as defined in this policy.
   9. In any case in which a federal or other non-state-funded grant project budget has specific provision for payment for meals or refreshments for any group or groups attending meetings, workshops, seminars, training sessions or similar functions, funds may be expended for that purpose. This is limited to the amount specified in the approved grant.
   10. Annual University-wide ceremony recognizing length of service and retirees.
3. Allowable Expenses with Restrictions:
   1. Costs of meals and refreshments for all officially scheduled receptions, meetings or conferences, as authorized by the Divisional Vice President, provided that such expenses are directly related to the goals or objectives of the program for which the funds have been appropriated.
      1.  Such expenses must be primarily for groups, committees, task forces, workshop participants and other persons who are not employees of the University department sponsoring the function.
      2. To the extent that University employees are participating members or are directly involved with the organization and conduct meetings as workshop leaders, or in some similar capacity are essential to conducting the meeting, appropriated funds may be used to pay their expenses.
      3. Expenses for members of University-appointed boards, committees, task forces, councils, etc., which include both University employees and board members.
      4. Lunch for formal training sessions is authorized if it is necessary that employees remain at the training site which is not the employee's official work station. Refreshments for breaks may also be provided at these training sessions, providing that they are University sanctioned.
      5. Reimbursement for the cost of an official luncheon or dinner which an employee is required to attend, where such meal is scheduled as an integral part of an official proceeding or program related to state business and the employee's responsibilities.
      6. Entertainment expenditures related to State employees are allowable only to the extent that such expenditures are essential to the duties of the office and/or the conduct of the activity, event or function as authorized by the Divisional Vice President.
   2. Costs of meals and refreshments for all official candidate searches must exercise prudent business judgment for the use of public funds. The department conducting the search is responsible for the funds incurred and ensuring sufficient funds are available for reimbursement. As with other University expenditures, the approving authority must review proposed expenditures for reasonableness, and appropriateness. In addition, the Provost Office will cover expenses for (3) candidates (per faculty line) for full time faculty only. The limit of reimbursement is $200.00 per candidate per search for meals (this includes candidate during travel). If total (including tip) exceeds this amount, the difference will not be reimbursed.
4. Non-Allowable Expenses:
   Reimbursement from state-appropriate funds for the following expenditures is prohibited:
   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.

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