UWSP Payment Services
Scholarship/Awards Banquets/Receptions Guidelines
Plan Ahead! Call with questions BEFORE the event!
Funding: Must be paid by appropriate funds (example: normally paid from an appropriation 128, 136 or 133 account – if a 133 account is used, must be an appropriate expense related to the purpose or gift grant budget of the account; a 102 account should not be used)
Attendees: Examples of attendees that can be paid for from a state account: Student award winners & scholarship recipients, department faculty/staff, scholarship donors, etc.
Fees collected for meals are taxable – taxes must be itemized on the deposit slip when fees are deposited.
Meal maximums apply!! The maximum that can be paid for meals from a state account is $8.00 for breakfast, $9.00 for lunch, and $17.00 for dinner. These amounts include tips/service charges.
Documentation required:
v Name and affiliation for each person for whom a meal is paid from a state account.
v If fees are collected, a copy of the invitation or announcement that shows the amount collected per person. Fees collected for meals must include sales tax. Contact Robyn Woytasik in General Ledger for instructions on collecting and depositing sales tax.
v A copy of the invitation or announcement that shows the date, time, location, and purpose of the event.
Location: It is not allowable to hold the event off-campus if additional expenses are incurred. Exception – if an adequate on-campus facility is not available (justification required).
Questions: E-mail Laurie Kujawa or call ext. 3721.