Non-Travel Reimbursements

General Information

Using reimbursement to purchase office or lab supplies or services is the least preferred method of purchasing. These purchases should only be made as a last resort. For more purchasing options, see Purchasing.

Common non-travel reimbursements include charges related to:

  • Candidate and Recuitment Visits
  • Guest Speakers and Visiting Scholars
  • Hospitality and Business Meetings

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Candidate and Recruitment Visits

The Department or faculty may occasionally pay for expenses associated with the recruitment of potential employees (faculty or graduate students) and potential graduate student enrollees.

Special Considerations:

  • Under NO circumstances should a UMN employee pay for the guest's lodging/airfare expenses out of personal (non-university) funds and request reimbursement after the fact through the Employee Reimbursement process.
    • Please use either a PCard or PO to process such purchases after approval is given.
  • Appropriate UMN employees may host lunch/dinner with the candidate following these guidelines:
    • Only 4 University Faculty, Staff, or Students may be paid for by the University at such meals.
    • No alcohol is reimbursable
    • The expense must be reasonable, moderate, and occasional
    • Itemized receipts showing what was ordered are required - the final VISA summary receipt is not sufficient.
    • Submit reimbursement request (UM 1911) with detailed justification including who was in attendance and everyone's relationship relative to the University.
  • If additional expenses were incurred and paid for by the candidate, please submit a Check Request form (UM 1659) along with the candidate’s receipts.

Further questions can be directed to your Accounting Resource

Guest Speaker and Visiting Scholars

The Department or faculty may occasionally pay for expenses associated with engaging guests for speaking events or some other one-time event. These expenses may include an honorarium as well as travel expenses.

If the event is NOT a short-term, one-time, minimal cost event (less than $600), a Contract for Professional Services (CPS) should be considered. Before proceeding, estimate the total costs associated with the guest visit - including honorarium. If a CPS is required, see Purchasing on the accounting home page for more details. 

Please consult your Accounting resource for further information before the event if unsure of how the expense should be managed.

Special Considerations:

  • Any honorarium valued at $600 or more requires a Contract for Professional Services and cannot be paid via a Check Request Form (UM 1659).
  • Under NO circumstances should a UMN employee pay for the guest's lodging/airfare expenses out of personal (non-university) funds and request reimbursement after the fact through the Employee Reimbursement process.
    • Please use either a PCard or PO to process such purchases after approval is given.
  • Appropriate UMN employees may host lunch/dinner with the candidate following these guidelines:
    • Only 4 University Faculty, Staff or Students may be paid for by the University at such meals.
    • No alcohol is reimbursable
    • The expense must be reasonable, moderate, and occasional
    • Itemized receipts showing what was ordered are required - the final VISA summary receipt is not sufficient.
    • Submit reimbursement request (UM 1911) with detailed justification including who was in attendance and everyone's relationship relative to the University.
  • If additional expenses were incurred and paid for by the candidate, please submit a Check Request form (UM 1659) along with the candidate’s receipts.

Further questions can be directed to your Accounting Resource

Hospitality and Business Meetings

Hospitality is defined as an activity conducted to generate a positive reputation for the University, convey goodwill to internal or external audiences, celebrate or recognize accomplishments. Keep in mind that hospitality and business meals may be subject to a higher level of public and regulatory scrutiny than the expenses for some other types of meetings or events.

Special Considerations:

  • When conducting hospitality of business meeting
    • Alcohol is not reimbursable without prior departmental approval and an appropriate funding source. Alcohol draws the greatest scrutiny and is best avoided.
    • The number of attendees is reasonable, appropriate, and justified.
    • A roster of attendees and their relationship to the UMN or meeting are documented.
    • The expense must be reasonable, moderate, and occasional.
    • Itemized receipts showing what was ordered are required - the final VISA summary receipt is not sufficient.
  • Due to the higher limits for certain hospitality expenses, employees may not use this policy to circumvent travel per diem limits. Employees are assumed to be in "travel" status for purposes of reimbursement unless a clear case for hospitality status can be made.
  • The UMN does allow food expenses incurred in connection with regular, periodic staff meetings (coffee/rolls).
    • The reason for the expenses (ie, the "business purpose of the meeting") must be legitimate and clear. The best way to make the purpose clear is to have a formal agenda, a list of attendees, and document the meetings in accordance with the procedures.
    • A casual meeting with another UMN employee on campus over lunch is not a reimbursable expense even if "business" was discussed, as lunch is considered a personal expense.

For reimbursement of Hospitality and Business Meeting expenses, submit an Employee Expense Worksheet (UM 1911)

Further questions can be directed to your Accounting Resource