This policy document is intended
to ensure the University only uses public funds to support a
reasonable catering and hospitality provision for both its staff
and external visitors in pursuance of the day to day core business
of the institution. The emphasis on hospitality should be towards
expenditure incurred in offering meals and refreshments to external
visitors to the University.
Refreshments
These can be provided, at the
discretion of the organiser, either in advance or during meetings
likely to be in excess of two hours.
It should be noted that a minimum
charge per total order of £10 plus VAT presently exists with our
present in-house caterers and this should be borne in mind when
placing orders.
Meals
In-House
These will only be provided to
support 'working lunches' with a maximum allowable per person of
£10 plus VAT.
Details of the reason for the
working lunch must be clearly shown on the catering requisition
form forwarded to the in-house caterers.
External
The University will support meals
wholly and exclusively in pursuance of the business requirements of
the institution. It is expected that budget holders will use such
restaurants to minimise the outlay and the maximum amount per
person which will be reimbursed by the University will be £20 plus
VAT.
All expenditure in excess of this
amount, which may be updated on an annual basis, will be borne by
the diners.
Details of the names of the
external participants and reasons for the meal must be clearly set
out when requesting a reimbursement of expenditure.
The University will not reimburse
the cost of alcoholic beverages.
Authorisation
All expenditure on hospitality
must be agreed in advance by the
relevant budget holder and it must be stressed that the above
constitutes the maximum expenditure allowed and
the budget holder can, of course, set lower price limits.