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Entertainment & Hospitality

The University's Financial Procedure 16: Travel, Subsistence, Gifts and HospitalityLink opens in a new window provides the detail of the University's regulations regarding entertainment and hospitality, which includes:

  • Business entertainment/hospitality costs (including meals or other forms of entertainment or hospitality) can only be incurred where there is a demonstrable business requirement for the expenditure.
  • Alcohol and expenditure considered entertainment should not be charged to any research project regardless of funding source.
  • The ratio of University staff accompanying guests for entertainment/hospitality purposes should be limited to 4:1, i.e. no more than four staff per guest.
  • Business entertainment/hospitality must take place on campus using the University ‘Food and Drink’ outlets, retail services, the conference centres, or the Students Union.

 

Exceptions to these regulations must be approved in advance by the FinRegs team in the Finance Office through an application made the Executive officer or Head of Operations. Requesting and securing FinRegs approval can take several days, and so should be applied for at the earliest opportunity. Failure to secure approval in advance of incurring costs may result in the University not approving the expenses claim. Please be aware of the following points in respect of FinRegs requests:

  • FinRegs approval is required for any external caterers.
  • Where, exceptionally there is a strong business case for entertaining off campus, the prior approval of the Head of Department/Head of Operations is required.. In addition to the HoD/HoO approval, FinRegs approval must also be obtained in advance of the event taking place or of any financial transaction occurring, including the payment of a deposit, if any of the following apply:
  • The total cost is expected to exceed £300 including drinks, VAT and gratuity.
  • The cost per head is expected to exceed £60 including drinks, VAT and gratuity.
  • The ratio of staff to visitors is more than 4:1.