Policies & Procedures


 

Section: ACT
Part: POL
Statement No.: 11.0
Date: 10/10/2016
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Conference/Meeting Approval

 

General Policy:  UNC-General Administration's conference, seminar, and workshop expenses related to room rental, allowable meal, and break cost must be documented and approved in advance on a UNC-General Administration Conference / Meeting Approval Form (CAF) (see ACT EXH 11.0).  The policy is necessary to comply with Office of State Budget and Management's (OSBM)  policies, internal UNC GA policies, and various business expense documentation requirements for Internal Revenue Service compliance.

 

1.             Types of Conferences / Meeting:

a.         Internal Conference:  A formal meeting that involves the attendance exclusively of employees within UNC-General Administration. Must be paid from non-state funds.

 

b.          External Conference:  A formal meeting that involves the attendance of persons primarily from external agencies.  (e.g. participants from the UNC campuses)

 

2.             The following guidelines apply to expenses related to conferences or meetings:

 

a.             A Conference Approval Form must be completed and signed by the individual hosting the meeting.  The Form must then be pre-approved in advance of the meeting by the following:

 

(1.)          The Area/Division's Senior Vice President

(2.)          UNC GA Budget Officer

(3.)          Accounting Office

(4.)          Senior Vice President for Finance and Budget or delegated designee

 

The individual requesting the meeting should not anticipate that any expenses will

be paid unless they have received all signatures and pre-approval in advance

of the meeting from the listing above #1-4. on the CAF form This is to help ensure that

UNC GA Policies were followed and requirements are fulfilled.

 

Meals to be provided at meetings for all SVP divisions should be pre-approved by the Senior

Vice President for Finance & Budget. For meals for the Finance & Budget division should

be pre-approved by the Chief of Staff or designed designee.  Meals to be provided

meetings of the President may be approved by either the Chief of Staff or Chief Financial

Officer/designee.

 

Any individual attending a meeting where a meal is served is not authorized to request

                                a per diem or subsistence rate reimbursement for that same meal on reimbursement                                  form (TAF).

 

      b.            The following documentation must accompany the Conference Approval Form:

·         Agenda and business purpose for the meeting

·         Copy of invitation sent to participants

·         A list of participants that will be attending the meeting or invitee list

 

           c.             Only on rare occasions would expenses be allowed for internal meetings.  An example

                           of an internal meeting where expenses would be allowed would be meal expenses for a

                           day-long division retreat. Business meetings with employees to discuss day-to-day

                           business matters should take place during work hours and do not warrant reimbursement of

                           a meal. Employee celebrations are to celebrate/recognize work related

                           events such retirement and to promote employee appreciation, morale, and recognition

                           (which may include holiday celebrations). Business realted employee celebration events

                           should be generally held for all employees of a department or an extraordinary business

                           achievement. Work related celebrations should only be held on an occasional basis and not

                           on a routine or frequent basis. The following events are NOT reimbursable: celebration of

                           weddings, baby showers, birthdays, anniversaries, or other celebrations for personal or

                           social purposes.

 

           d.             Costs for room and other meeting expenses, excluding meals, may be paid from State

                           funds.  All meal expenses will be paid from non-State funds, principally restricted

                           trust funds or federal contracts and grants where allowable.  To be paid from these

                           sources, the cost of meals must comply with the State Budget Manual's daily

                           subsistence allowance entitlement guidelines for conferences and meetings.  If the

                           cost per person exceeds these amounts, only discretionary funds can be used to pay

                           meal expenses.

 

          e.             Unless an exception is granted, lunches and dinners will only be authorized when external

                          participants are involved and the meeting lasts more than six hours (lunch) or more than one

                          day (dinner).  Breakfast or food during breaks will not be authorized.

                          

                          

Current Exceptions (Memorandum 7/1/2012):

1.      Break Service may be authorized on Non-State funds at OSBM allowance ($4.50 per day for 20 or more participants) for the following groups: UNC Board of Governors, UNC TV Board of Trustees, State Education Assistance Authority Board of Directors, Nursing Scholars Commission (SEAA), Go Global or formerly NCCIU Board, NC Principals Fellows Commission, UNC TV Pledge Events, Town Hall Meetings, Blood Drives.

2.      Lunch – may be authorized for UNC TV program participants and staff working to complete taping and broadcast schedules.

3.      Breaks/Meals on State Funds – Programs such as North Carolina Math Science Network (MSEN), NC Principals Fellows Program (PFP) and New Teacher Support Program (NTSP) with external development conferences may use State funds for breaks and meals in compliance with OSBM allowances:

a.       Break Service - $4.50 per day for 20 or more participants; and/or

b.      Participants in overnight travel status

4.      Beverage Services – coffee, water, tea and related supplies from the facility kitchens may be serviced at all meetings, whether internal or external – CD Spangler and Meredith Spangler buildings, SEAA, CSLD, and UNC TV Bryan Center.

  

          f.             If  associated meal amounts per person go over State subsistence rates, meals must be paid

                          from discretionary funds with explanation of overage signed off by area SVP and SVP

                          of Finance & Budget (if reimbursements differ from CAF).

                               

g.           Any exceptions to the guidelines must be approved by the Senior Vice President

                               or Finance & Budget or delegated designee.               

The Accounting Office maintains a the final CAF by all parties. Scanned copies will be emailed to all applicable parties.  The files are maintained by meeting date per fiscal year.  For any payments associated with each conference / meeting, the scanned copy of the fully signed CAF must be attached as back up documentation for payments to be processed.